Department of Human Services

DHR Small Procurement Solicitation Rev. 5/2012 Page 1

Maryland’s Human Services Agency

DEPARTMENT OF HUMAN RESOURCES
Baltimore County Child Support Administration

SMALL PROCUREMENT SOLICITATION FOR
Armed Courier Services

DHR AGENCY CONTROL NUMBER: BCO CSA/ ARMED /18-001 S

1. SUMMARY STATEMENT
The Depart ment of Human Resources, Child Support Administration (CSA) intends to acquire
armed courier services for the purpose of daily pick -up of bank deposits from the Baltimore
County CSA (BCoCSA) for delivery to CSA’s contracted bank “vault” . Bank deposits are
completed by close of the next business day from date of pick -up to the contracted bank “vault”
to ensure accurate tracking of all child support deposits. The current contracted bank i s Bank of
America (BOA).

The anticipated duration of services to be provided under this Contract is two (2) year s.

Offeror s directly must be able to provide all services and meet all of the requirements requested
in this solicitation and the successful Offeror (the Contractor) shall remain responsible for the
Contract .

2. BACKGROUND

The Maryland Department of Human Resources’ Child Support Administration (CSA) provides
a number of direct services to customers in Maryland’s twenty -three (23) jurisdiction s and
Baltimore City. One of these services is the collection and disbursement of child support
payments. In order to be in compliance with State rules and regulations, it is essential to child
support operations to have child support payments deposited within twenty -four (24) hours.

The State is issuing this sol icitation for the purposes of providing daily, orderly, continuous and
consistent armed courier service to pick up and drop off bank deposits of child support payments
between t he BCoCSA and the vault of CSA’s contracted bank .

3. SCOPE OF THE PROJECT

The Contractor shall:

Furnish all labor, supplies and equipment necessary to provide armed courier services to the
BCoCSA in strict conformance with the methods and conditions herein specified. These services
include the pickup of bank deposits from the BCoCSA for delivery to a CSA contracted ba nk.
There will be daily pickups and delivery of child support payments. Bank deposits must be made
by close of the next business day from date of pick -up to a contracted b ank “Vault” to ensure
accurate tracking of deposits. The Contractor will be paid based on per diem basis Monday
through Friday only.

4. OFFEROR QUALIFICATIONS
The Offer or must provide proof with its offer that the following Minim um Qualifications have
been met:

Unless stated elsewhere in the solic itation , the minimum qualifications for award for this
solicitation are as follows:

A. The successful Offeror must have a minimum of two (2) years of successful experience
providing armed service performance comparable in scope, type, size, magnitude, and
complexity as required in the solicitation . The experience of the company officials
gained prior to the formation of the company, corporation or other business entity may be
considered in the evaluation of the Offeror’s qualifications. The Offeror must pr ovide
references that can substantiate this experience timely upon the request of the
Procurement Officer.

The Offeror shall submit with the bid response three (3) references of companies or
organization for which the Offeror provided services in scope, type, size, magnitude and
complexity comparable to those specified in the Scope of Work. Each reference shall be
from a client for whom the Offeror has provided services within the past five (5)
consecutive years and shall include the following informatio n:

a. Each reference must include:

1. Name and complete address of business or company
2. Name of the contact person, email address, and current phone number
3. Term and length of each contract
4. Size and type of facility (square footage)
5. Type of services provided
6. Nam es of supervisory personnel who will perform under the contract, specifying
the length and type of experience of each such personnel
7. Contract value

The Department reserves the right to request additional references or utilize references
not provided by a n Offeror .

B. Offeror’s shall be a bonded armed courier and provide proof of bond status with the
Offeror’s submission.

C. Provide a list of all contracts with any entity of the State of Maryland for which the
Offeror is currently performing services or for which services have been completed
within the last five (5) consecutive years. For each identified contract, the Offeror is to
provide:

1. The State contracting entity;
2. A brief description of the services provided;
3. The dollar value of the contract;
4. The term of the contract;
5. The State employee contact person (name, title, telephone number, and, if possible, e -
mail address); and
6. Whether the contract was terminated before the end of the term specified in the
original contract, including whether any available re newal option was not exercised.

Information obtained regarding the Offeror’s level of performance on State contracts will
be considered as part of the responsibility determination by the Procurement Officer.

D. EMPLOYEE REQUIREMENTS

a. Contractor’s employees must be bonded by a company approved by the Maryland
Insurance Commissioner to issue such bonds in the State of Maryland. The bond or
bonds shall protect the State against lost by theft of money or other property from the
premises to which the Contractor’s employees have access, or loss which the State or
others may sustain as a result of any fraudulent or dishonest act of Contractor’s
employee, acting alone or in collusion with others, during the term of the Contract.
Said bond or bonds shall have a limit of at least $100,000.00 per occurrence, per
employee. The Contractor must deliver said bond or bonds to the State with ten (10)
days of notice of Contract award.

b. The Contractor shall ensure drivers are armed and have valid licenses and
certifications.

E. VEHICLE REQUIREMENTS

a. The Contractor’s vehicles shall include an enclosed area separate from the driver’s
area where the deposits are to be securely held during transport and until deposited at
the bank vault.

b. The Contractor’s vehicles shall clearly identi fy the Contractor’s name either on the
outside or the dashboard of the vehicle.

5. CONTRACTOR REQUIREMENTS

The Contractor shall:

A. Pick-up bank deposits from the BCoCSA between 9 :00 AM and 10:00 AM Monday -
Friday (except State holidays or State Closures ; See Attachment D ) to assure deposit is in

the CSA’s contracted b ank’s vault on same day and to ensure accurate tracking of
deposits. F ailure to pick up deposits within the allotted timeframe will result in forfeiture
of payment for the date(s) of occurrence and a Corrective Action Plan (CAP) may be
requested for each occurrence.

B. Implement non -material changes that may result from new federal laws and regulations,
state laws, regulations or policy that may be enacted and promulgated during the Contract
term within (5) days of being notified of the change. Any such change that materially
changes the scope of the Contract may only be implemented through a Contract
modification.

C. Provide containers to secure the deposits while in transport. The containers shall have
distinguishable bar codes that can be scanned and tracked during transport.

D. Notify the Contract Monitor and pick up site contact in the event the pickup and delivery
is not maintained for any reason.

E. Provide a work plan for pick -up and delivery rou tes and times upon submission of bid.
The plan shall include how the Contractor will handle the changes it will make to pick up
and delivery times, and deposits to the bank for security reasons, and notice to the
Contract Monitor and contacts at the pick -up locations.

F. Security Requirements

a. Employee Identification

1. Each person who is an employee or agent of the Contractor shall display his or
her company ID badge at all times while on State premises. In addition, the
courier is required to wear a uniform or uniform shirt clearly identifying the
company. Upon request of authorized State personnel, each such employee or
agent shall provide additional photo identification.

2. At all times at any facility, the Contractor’s personnel shall cooperate with State
site requirements that include but are not limited to being prepared to be escorted
at all times, providing information for badge issuance, and wearing the badge in a
visual location at all times.

G. Criminal Background Check

The Contractor shall obtain from each prospective employee a signed statement
permitting a criminal background check. The Contractor shall secure at its own expense
a Maryland State Police and/or FBI background check and shall provide the Contract
Monitor with completed checks on all new employees prior to assignment. The
Contractor may not assign an employee with a criminal record unless prior written
approval is obtained from the Contract Monitor.

H. Insurance Requirements

a. The Contractor shall maintain Commercial General Liability Ins urance with limits
sufficient to cover losses resulting from, or arising out of, Contractor action or

inaction in the performance of the Contract by the Contractor, its agents, servants,
employees, or subcontractors, but no less than a Combined Single Limi t for Bodily
Injury, Property Damage, and Personal and Advertising Injury Liability of $1,000,000
per occurrence and $3,000,000 aggregate.

b. The Contractor shall maintain Errors and Omissions/Professional Liability insurance
with minimum limits of $1,000,0 00 per occurrence.

c. The Contractor shall maintain Automobile and/or Commercial Truck Insurance as
appropriate with Liability, Collision, and PIP limits no less than those required by the
State where the vehicle(s) is registered, but in no case less than th ose required by the
State of Maryland.

d. The Contractor shall maintain Employee Theft Insurance with minimum limits of
$1,000,000 per occurrence.

e. Within five (5) Business Days of recommendation for Contract award, the Contractor
shall provide the Contrac t Monitor with current certificates of insurance, and shall
update such certificates from time to time but no less than annually in multi -year
contracts, as directed by the Contract Monitor. Such copy of the Contractor’s current
certificate of insurance s hall contain at minimum the following:

1. Workers’ Compensation – The Contractor shall maintain such insurance as
necessary and/or as required under Workers’ Compensation Acts, the Longshore
and Harbor Workers’ Compensation Act, and the Federal Employers’ Li ability
Act.

2. Commercial G eneral Liability

3. Errors and O missions/Professional Liability

4. Automobile an d/or Commercial Truck Insurance

5. Employee Theft Insurance

f. The State shall be listed as an additional insured on the policies with the exception of
Worker ’s Compensation Insurance and Professional Liability Insurance. All
insurance policies shall be endorsed to include a clause that requires that the
insurance carrier provide the Contract Monitor, by certified mail, not less than 45
days’ advance notice of any non -renewal, cancellation, or expiration. In the event the
Contract Monitor receives a notice of non -renewal, the Contractor shall provide the
Contract Monitor with an insurance policy from another carrier at least 30 days prior
to the expiration of the insurance policy then in effect. All insurance policies shall be
with a company licensed by the State to do business and to provide such policies.

On the Certificate of Liability, the “DESCRIPTION OF OPERATIONS” shall
read as follows:

“(TYPE OF SE RVICE ) at the ( LOCATION ). THE STATE OF
MARYLAND IS INCLUDED AS AN ADDITIONAL INSURED SOLELY
WITH RESPECT TO THE OPERATIONS AND ACTIVITIES OF THE
NAMED INSURED”. (C SA/BCoCSA /18-001 # and CONTRACTOR).

g. The Contractor shall require that any subcontractors pr oviding services under this
Contract obtain and maintain similar levels of insurance and shall provide the
Contract Monitor with the same documentation as is required of the Contractor.

6. CONTRACT TERM AND DELIVERABLES

Item Due Date
*Invoice for Payment Fifteenth (15) of the following the report
month
*Proof of Delivery Report Fifteenth (15) of the following the report
month included with monthly Invoice for
payment with affirmation of delivery
dates signed by CSA’s contracted bank.
*Insurance/ Bond R equirements Five (5) Business Days of
recommendation for Contract award, the
Contractor shall provide the Contract
Monitor with current certificates of
insurance, and shall update such
certificates periodically, but no less than
annually in multi -year cont racts
*Corrective Action Plan Within thirty (30) calendar days from
the date of the request from CSA or as
specified by DGS or CSA.
*HUB Reports Section To be submitted by the armed courier
Contractor upon request by CSA
following any subsequent CAP r equest
related to delivery of deposits made
outside of the requested timeframes

7. STATE PROJECT MANAGER

The State Project Manager for this Contract is:

Amy Urbanik
170 W Ridgely Road, Suite 200
Lutherville MD 21093
Tel: 410. 561.3740
Fax: 410. 561.1413
Amy.urbanik@maryland.gov

After Contract award , this person will serve as the primary point of contact for the Contractor in
regards to the Cont ract resulting from this RFP. However, for certain contract related actions the
Procurement Officer ma y communicate with the Contractor .

8. SUBMISSION INFORMATION

The original, to be so identified, and five (5) copies of each Offer must be received by the
Procurement Officer by Wednesday , June 28, 201 7 by 3:00 P.M. in order to be considered.
Requests for extension of this date or time shall not be granted. Vendors mailing Offers should
allow sufficient mail delivery time to insure timely receipt by the Procurement Officer. Proposals or
unsolicited modifications to proposals arriving after the closing tim e and date will not be
considered, except under the conditions identified in COMAR 21.05.02.10 B and 21.05.03.02 F.

A. All Offers must be received by Wed nesday , June 28, 201 7, by 3:00 P.M. All
Offers shall be submitted in a sealed envelope wit h the Vendor’s Name, the
Solicitation Name, Solicitation Number, due date and time.

B. Proposals are to be delivered to:

Baltimore County
Child Support Administration
ATTN: Amy Urbanik
170 W Ridgely Road, Suite 200
Lutherville MD 21093

Proposal Submission shall include:

i. TRANSMITTAL LETTER , printed on the vendor’s letterhead. The purpose of
this letter is to transmit the Proposal, therefore, it should be brief. The letter shall
contain the title of the solicitation and include the Offero r’s name, federal tax
identification or social security number, eMaryland Marketplace number (if
registered), and complete address. An individual, who is authorized to bind the
firm to all statements, including services and prices, contained in the Bid mu st sign
the letter. The letter must also acknowledge receipt of any amendments issued
against the solicitation.

ii. OFFEROR’S QUALIFICATIONS : Statement of Offeror ’s Qualifications and
Experie nce

iii. REFERENCES : At least three (3 ) and formatted as outlined in Offeror’s
Qualifications (See Attachment C)

iv. ATTACHMENT A: Bid Form
v. ATTACHMENT B: DHR 615 Contract
vi. ATTACHMENT C : Reference Form
vii. SCHEDULE A: Proposed Route Schedule

viii. SCHEDULE B: Daily Pick-up and Delivery Schedule
ix. CERTIFIED COPY: Current Certificate of Liability Insurance
It is the Offeror’s responsibility to completely comply with all proposal submission
requirements. Therefore, any Offeror failing to submit any item in Section 4 and Section
8, will be deemed non -responsive.

9. SELECTION CRITERIA

Selection for the Small Procurement Solicitation will be based on the most advantageous offer to
the State; considering both price and technical factors.

10. BASIS FOR AWARD

The Contrac t will be awarded to the responsible Offeror whose submits a responsive Proposal that
meets the specifications set forth in the Small Procurement Solicitation, and provides the : Most
Advantageous Offer to the State .

In the event of tie bids, the provisio ns of COMAR 21.05.02.14 shall determine the successful
bidder.

11. DEPARTMENT CONTRACT

The successful O fferor will be expected to sign a contract with the Department, sample enclosed
as ATTACHMENT B.

12. CANCELLATION OF PROPOSALS

The State may can cel this Solicitation, in whole or in part, whenever this action is determined to
be fiscally advantageous to the State or otherwise in the State’s best interest. If the Solicitation is
canceled, a notice of cancellation will be provided to all prospectiv e Offerors who were sent this
Solicitation or otherwise are known by the Procurement Officer to have obtained this
Solicitation.

13. ACCEPTANCE OF PROPOSALS

The State reserves the right to accept or reject any and all Proposals, in whole or in part, received
in response to this Solicitation, or to waive or permit cure of minor irregularities to serve the best
interests of the State of Maryland.

14. TIME OF PROPOSAL ACCEPTANCE

The content of this Solicitation and the Proposal of the successful Offe ror or Offerors will be
included by reference in any resulting Contract. All prices, terms and conditions in the Proposal
are irrevocable for 90 days after the closing date for receipt of Financial Proposals or Best and
Final Offers. This period may be ex tended by written mutual agreement between the Offeror and
the requesting State organization.

15. PAYMENT

a. All invoices for services shall be signed by the Contractor and submitted to the Contract
Monitor. All invoices shall include the following in formation:

 Contractor name;
 Remittance address;
 Federal taxpayer identification number (or if sole proprietorship, the individual’s social
security number);
 Invoice period;
 Invoice date;
 Invoice number
 State assigned Contract number;
 State assigned (Bla nket) Purchase Order number(s);
 Services provided; and
 Amount due.

Invoices submitted without the required information cannot be processed for payment until
the Contractor provides the required information.

b. The Department reserves the right to reduce or withhold Contract payment in the event the
Contractor does not provide the Department with all required deliverables within the time
frame specified in the Contract or in the event that the Contractor otherwise materially
breaches the terms and conditio ns of the Contract until such time as the Contractor brings
itself into full compliance with the Contract. Any action on the part of the Department, or
dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code
Ann., State Finance and Procurement Article §§ 15-215 through 15 -223 and with COMAR
21.10.02.

c. Invoice Submission Schedule

The Contractor shall submit invoices by the 15th of the month following the month in which
services were performed. Payment shall be made ba sed on pricing proposed in the Offeror’s Price
Sheet and the actual number of days of pick -ups for the proceeding month.

16. PROCUREMENT METHOD

This award will be made in accordance with Code of Maryland Regulations (COMAR) 21.05.07,
Small Procurement R egulations. Small procurement is defined as the use of procedures to obtain
items reasonably expected by the Procurement Officer to cost $25,000 or less.

Minority Business Enterprises are strongly encouraged to respond to this solicitation.

ATTACHMENT LISTING

ATTACHMENT A: Bid Form
ATTACHMENT B : DHR 615 Contract
ATTACHMENT C : Reference Form
ATTACHMENT D: Maryland State Holiday Schedule

CONTRACTORS DOCUMENTS:
Vendor Must Submit to CSEA

OFFEROR’S EXHIBIT 1 : Bidders Qualification
OFFERO R’S EXHIBIT 2: References
OFFEROR’S EXHIBIT 3 : Proposed Route Schedule
OFFEROR’S EXHIBIT 4 : Daily Pick -up and Delivery Schedule
OFFEROR’S EXHIBIT 5 : Current Certificate of Liability Insurance