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. City of Palo Alto
City Manager's Report
HONORABLE CITY COVNClL
CITY MAll(AGER DEPARTMEN'J: FINANCE
AGENDA. DATE: JANUARY 13, 1995 CMR:I05;95
SUB.!ECT: APPROVAL OF CONTRACf FOR ARMORED CAR SERVICE
WITH LOOMIS ARMORED, INC
REQUEST
The purpose of this report is 10 request Council approval of. cootract fuc armored car
servke with Loomis Anoored, Inc. Approval is requested for • one-year contract. with
!he ~ 10 negotiate two one-year contract exle~ioos when !he initial contract exp~
RECOMMENDATION
-Staff recommends that Counct1 autborize the Mayor 10 enter "'to. contract with Loomis
Annored. Inc. to provide armored courier service for the City of Palo Alto from February
I, 1m 1hroDgh February I, 1996, and to authoriz., staff !O negotiate two one-year
exknsioos v.ilen this contract expires.
POLICY IMPLICATIONS
This report doeo no! propose any cbange 10 existing City policy.
EXECJlTlyt SUMMARY
Armoretl courier seni<:e provides scheduled, safe, and secure IranspOrt of revenue from
the City's existing cash handling locations to the City', banldng agent for deposit and
credil to the City'. bank account. To ensure the sec".lI'e transport of revenue, an &rJn<>red
courier service bas been used by Ibe City since 1976. In 1989, CQIlcems for employee
safety and security (a part-time employee was responsible for transporting revenue from
several off-site locations) were llIised by the City Auditor'. Office. As a reSult, courier
senice was expanded to include leD additional off-si'", locations. In 1991, service was
again e>q>ande<I to include the Cubber1ey Community Center and the Ut!1ity Processing
Ceoter, !hen located at -.25 Bryant Street.
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The las! Request For Proposal (RFP) for armored eourier service wa.. issued in September
1991. AlIIlat time, staff recommended and Council approve<! a Cootract with Loomis
Ar1Dond, Inc. '" provide transport servk<: for various City fac:i1itie5. The <lllTent
(XlQtract with Loomis Armored, Inc. expired on De<ember 2. 1994 and ... as eXlended
through February 1995, '" provide staff sufficient time 10 rompJete the RFi' process.
On November 10, 1994, staff is..<ued an RFP for armored <OWier service. Due 10 a
limited vendor base, the bid Ii.<;l was comprised of three firms, and two firms responded.
The third firm expressed DO interest in submitting • proposal. The two proposa1s
rec:eive<! we..-e evaluated based on experience, ocganizAtiooal structt:re, ability 10 provide
the requested service level, custom« refen:nces, and rates. After a thorough evaluatioo
of both firms, Loomis Annored, Inc. was selected as the firm best c;ualified 10 meet the
City's need. Brinks, Loomis' competitor, was the 1m! finn '" offer a eompetitive bid in
more than ten years. Brinks was unable I<> meet the City's insurance requirement or
provide Sunday service, as required by the RFP. Loomis Armored, Inc. bas continually
provided service for the City since 1976 .
. FIscAL IMPACT
The coolraCl with Loomis Armored, Inc. is lOr • twe!ve·mooth period and is written lOr
an amount no( ID exceed 546,824. "'hieh represents a 6.4 percent increase over the
previous """tract. A eontingeocy of 51,500 is included in the cost. The contingency wm
allow for possible service changes that may be necessary during the !enn 0( the contract.
To more effectively eootrol cost, 5I8ff; on • trial basis, bas consolidate<! several pick-up
k>cations. In addition. staff bas decrease<! the frequency of transporis at sev.,.,.] locations
and "",,'a!uate<! shipmenlliability limits. If sue<ess1iI1, fur1her <oosoli<lation of deposils
will be exphed. .
Funds for <OWier service are included in each user department's budget.
ENVIRONMENTAL ASSESs.llaNl·
This reqU01!t is exempt frem the CalilOrnia En.ironmenlal Q>Ja1ity Act and does not
require an environmental assessmen1c
ATI.\ClIMENTS
k Location informatioo
CMlt:les~
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CITY MANAGER Al'PROYAL:
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'PART" • RFP(SCOpe of WORK or SeRVICeS City o,P./o Alto
• TIHt INFORMATION HAS BEEN OELETEO FOR SECURITY REASONS
~ACn.rrv ~OCAtION ~~~()\JENCYIAPP~OX, lIMit
GOL~ COVI'ISE '675 EMIWlCAOEIIO I'IOAO MONOAU~IOAV
~Al.OAl.TO, CA SATVI'\OAY
SIJNDAY
~£~VSE AAr=A , . 2380 EMIlAACAOEI'IO flOAt> I MONDAY,'IIIOAY
PAl.O PI. TO. CA SAT\J~Il'AV
I SVNOAY
LVCI~ SlellN '305 MIODLEPI~LO 1101\0 MQNOAY,PI'OOAV
~Al.O PI. TO.
REVENue 250 HMlILTON AVENUE MONOAY-I'IIIOAY
CO~LECTION~ ~Pl.0 AI. TO, CA
ANlMPJ. SMa TE~ 328' e, BAYSfoiOl'lE FlOAO TVESOAY,THUFISOAV
PAl.O",-TO, CA &-dATUfiOAV
POO'T>llLL3 3300 PAoe MI~ !lOAD MONDAy A PIlIOAY
pAAl( P'Al.OALTO, CA
" MlTC"eL~ PAA~ 3700 MlDl.ll.f:pl!!LO "01\0 MONDAY·weoIWI'II
PALO ALTO, CA
.' eULTUI'IAL CeNlEl'I 13'3 NEWELL I\OAD Wl!ONESOAYII'FlIOAY
PPl.O ALTO, CA
MAIN I,IBPWlY 3700 MlOOLEPI~LO !'lOAD MONOAY'P~IOI\Y
-,
_PALOALTO,_CA ---------
CITY of PPl.O PI. to: ftpP (l1/li4) SECTION OOOOloG
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IJABlltv PER
S,",II'MENT
525,000,00
525,000,00
$25,000,00
$' ,000,000.00
$20,000,00
S20,CIQO,00
120,000.00
$\5,000.00
S 5,000,00
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. W . 0 AGREEMENT (1
" BY U1lS AGREEMENT w.o£ ~ ENTtAe.D 1H'T0'0IIi' TaE ___ o,t.y OF _____ _
IV AND SETWEfN tHE OTY Of PALO ALTO tHE~E1"'WTi:,o;. "EFE:::AAeO lO.-.s CHY. AM)
,....., OJ loo.nfs Anno red. I no. "'-;-,--__ _
-.., .li! E. Sa;!.L19hn_St".~t tc"y) -.S.o.<LJQu. ,,"> 95112 _ "'~ 408/295-B1S1
~~ REnAra::C to.-.s CONTRACT~. III: CONSlDEAAnQI'l (Jj' THE~ IrIIL!rUAL co."[""'.NTS, tHE PARTIES ~Rf1C A,'V..EE AS fOU.ows:
• CONTRACTOR SIiAU ~ OR F1...IFiNJSH THE FOi.lQV.1N3 SPECFlm SERVICES ~ '-U.TERlAL.S sPEo'""...f'8 ,. EXHI8fT •
A11#.Cl£DHEREr.o~INC~TEOHEAl::IN SVTHlS~: loomis IsreS's to pic\ 'UP;J s;gn for. and recehe
(rom the (;:ty of Pilo J.,1to or its desfgnated ,egent, seiled shipments containing cwrrerK.I. cofl'!-~~·
cr~cks. bani ~ird deposits. and ether YiiuabTes t~ transport and de1fver to a bank O~ bank
facility <!es1gnated by the tHy of Pi!lo Alto. 1.1 accor-darKe with the ser-.ice and compensation
schedule she .. n iI!I tila Exhibits .. ttac~1l nereto.
• EXHJBtTS n-(f FOUOIMHG ATTA('..H:D E:lCHeITS I£FtEBY "'Af MADE: P.t.BT Of THIS AGREEloI'ENT
Loomis ~ed. Inc. proposal of Oer.e~ber E. 1994.
• TERMS 'tM: SieR¥ICE!i ~ IATE"IIAL.S F\.If';N.St1EO UNOEA n.IlS AC.P.Ei:'-'EtrrO.T SHAll. Co.r.n.IENCE ~ upon (0 u ne 11 approva 1 __
p,HpS!-W..LBECOMPLE:1EoElGORE" februarl 1:1 1996
• COMPt:NSA noN FOfI1HE R..U ~tra OF lHIS~:
as billed l!lO.,t~lj by loomis A.nnof'ea, 1!1C. irt ir.stal1m~l'lt5 for
services performe~:I YP to an amount not to exceed $41,OOO~
• F .... VMem RECORD ""'ART1oiENr <J6E .......... SIDE)
• CITY ACCOUNT NUMBER:
~_;_3()_. _ ~T I ~ ----=-~~_-""""_-_ -__ "'_·_,"I$_~_6_u._~_:_;oo"'_OQ _______ 3
• GENERAL TERMS AND CONDITIONS ARE INCl.UDfO "" BOTH SIDES OF n<1S DOC"""orr.
nitS -"'SREEMElfT SHAll BECOME EmcTM UPON rrs .\.PPRO\lAL AND EXEC\mGIII BY OTT. II WiTUfSS THE!tEOF. T:>1E PARTIES HAIlE fXEClITE-!i THIS
~T M o.\y. KI«Tlt, AHO YWI FVtSTWRrTmri A8(M.
1I0l.I twlMlfSl, COtfTRACTOR IJ1I1IlI$IO IrldemniTy.!kterril aM 00'd ~1eS5 CrT'/', 1Il; dliairs. agents,;mel CJI.&l!O',tI!e; fi"MI ~.aJNl aI'Ilf~rro2!1c!s, da[ms O!' 1Wlrnt¥ or
l"t ~~ inclll'Jlng wrnngfrd CIeiJtJI, caused by Of arising 0I.If sf C:ONTRA.."'Q~'S. its ~rs·, aqer.ts. or empl())U'S" ntjlrlgMf a.cl'!l, W(l's, lIT cmi5.!;itl11G. or ..,1/f1i
rriscooOOc:l or CUN1IictfDrWhidl h n imposes stict iabirrty QI'l COfiTllACTOfi. ill !he perf(lrmat!Ct at f8~~rt III ji!'r1arlTl It,is ilgrtl!m~rrt II'j CO~.ACTOR..
BmRi NifIfDIBfT. ThiS ~ aM It!e .rmc. jIj!l Gpndl!IQOS P!l the nrver;c brrtr?t I!;jl~ k tlTtJrt ;ljjfb!mel11 ~et\lil!l)i'l h ~ies WI:'", I"!SpItd: \Ij tfe ;:.u~
ani! So!Ie af Ihe 811!Jipmerlt, mrnriaIs Of' £upPfll!!! (lr ~nt b seYiu! 1rII4ct\ may be Ifpt SU~jtct Eli Itlis CCl11i'JC1, oIJl ~m'lI ilgr!l!m-enl5, ft!,,~IIl;'\S. s!attlr:1~.
Ile!lmiations ard ure=l'1aking:s whe!her oral tr' 'IrrIfterl1l! .supe,~ h.!~
• PROJECT MANAGER AJ.:o REPREsarr"~'fE Fe!'. CITY
finance/Reypnue CQJJectjQn~
P,O. BOx 10250
PALO At.;o, CA 94JCJ3 r_ U5t32~·2372
• lNVOJCING SENe.-u INVQjC£S 10 JHE em-. IIlTTN, PROJECT WAI'II. ... GEJI;
• cnv OF PALO ALTO APPAOVAlS: (J'0l.JTE FOR SjGNAT\JRE.S .r.ccORDING TO i'OUMB,E?S:!I'.: ,_Pi'~0\'At. BO'i£S ElELDVl-l
['''~"' Of"'t,~'!.-,:"""""'" :"-' --r'"",'''iCo..iiiii''''''''''',-"",,,
F OVi:R .ss.ooc. REOUII'IF'S cm-MAN~"'","=.""'''''''G:::NA=TU>!E=:-r---='''''''''''''-R: $.2S,OOIl. Rro\.II~..£S IoI"'YOR'ANOomnoFt"!EY SIGN./IoTUF\E.S
"",,,,Pi'io.T<l . -I -An'" --~-.·~II!J\lEOASmFO·Rlil
L"'_· _____ -_-:'.o:n2~-'::-:.:-_-.-.-_.-_==_=_-.-_-.-.~IL':y_-= .. =. =~~~"""~== c.J"ririi~---~--o,=",.,,=~==.
~T"IN CREt."1I C0FY
F~ VOUfiFUS
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