JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)325-5381/FAX: (205)325-5221
PRINCIPAL BUYER: DOROTHEA ROBINSON MARCH 24, 2010
ITB NO: 111-10
TO: / Prospective BiddersINVITATION TO BID NO.: / 111-10 (Full document available for download at http://paca.jccal.org)
SEALED BIDS FOR: / ARMORED CAR SERVICE
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Darryl Tavel, Purchasing Coordinator
Room 830, 716 Richard Arrington Jr. Blvd. North
Birmingham, AL 35203
***IMPORTANT SOLICITATION DATES***
BID DUE DATE: / BID OPENING DATE: / PRE-BID CONFERENCE DATE:
April 14, 2010
Central Standard Time / April 15, 2010
Central Standard Time / April 8, 2010 @ 3:00 p.m.
Jefferson County Courthouse
General Service Department
716 Richard Arrington Jr Blvd. N.
Room 1
Return responses to this Invitation to Bid in a sealed envelope marked:
“ITB #111-10 FOR ARMORED CAR SERVICE”
Jefferson County Courthouse
Purchasing Division, Room 830
716 Richard Arrington Jr. Blvd North
Birmingham, AL 35203-0009
NOTIFICATION OF INTENT:
All recipients of this solicitation notice must indicate intent to submit a bid. Those vendors submitting a Notification of Intent will be sent a complete copy of the bid, any related addendum, answers to inquiries, etc. pertaining to this ITB. Notification of intent must be faxed to (205) 325-5221 or e-mailed to Darryl Tavel at no later than April 6, 2010.
TELEPHONE INQUIRIES – NOT ACCEPTED:
Telephone inquiries with questions regarding clarification on any and all specifications of the ITB will not be accepted. All questions must be written and faxed to (205) 325-5221 or e-mailed to Darryl Tavel at no later than the end of business,
April 6, 2010, 2:00 p.m. CST
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date. Any submission modification(s) after the “Bid Opening Due Date” will not be considered.
The County reserves the right to accept or reject any or all bids, or any part of any bid, and to waive any informalities or irregularities in the bid.
All costs incurred by the company to respond to this solicitation will be wholly the responsibility of the Bidder. All copies and contents of the bid, attachments, and explanations thereto submitted in response to this ITB, except copyrighted material, shall become the property of the Jefferson County Commission regardless of the Consultant selected. Response to this solicitation does not constitute an agreement between the Bidder and the County.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid responses which are received later than the date and time indicated above. Late bid responses will be retained in the bid file, unopened.
Released by:
______
INVITATION TO BID
# 111-10
“ARMORED CAR SERVICE”
Darryl Tavel, Purchasing Coordinator
Room 830*716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203
Phone: (205) 325-5381
Email:
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PURCHASING COORDINATOR: DARRYL TAVEL
MARCH 25, 2007
BID NO: 111-10
INVITATION TO BID
Sealed bids marked "ARMORED CAR SERVICE" will be received by the Purchasing Manager, Room 830,
716 Richard Arrington Jr Blvd N, Birmingham, Alabama.
Bids will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on April 14, 2010. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 2:00 P.M. on April 15, 2010.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid/proposal responses, which are not received later than the date and time, indicated above. Late bids/proposals will be retained in the bid/proposal file, unopened.
PRE-BID CONFERENCE:
A mandatory pre-bid conference will be held at Jefferson County Courthouse, General Services Department, Room 1,
716 Richard Arrington Jr Blvd North, Birmingham, AL 35203 @ 3:00 p.m. on April 8, 2010.
CONTRACT PERIOD:
The Contract shall be for a period of one year with the option to renew year to year for three years. Either party has the right to terminate the Contract by giving 90 (ninety) days advance written notice to the other party. The notice shall specify the date that the termination is to become effective and the notice shall be served upon the party to whom it is addressed 90 (ninety) days prior to the date upon which the contract is to terminate.
SCOPE OF WORK:
To provide Armored Car Transportation Services on a daily and designated time schedule for various locations throughout Jefferson County. Each designated pickup point may have several Governmental Departments with different bank deposits at various locations.
SPECIFICATIONS:
Jefferson County will have various pick-up points and times. Each area will have one pick-up point and could have multiple deposits and different banks for each deposit. The deposit will be labeled as needed from each department. Each department may have various return receipt requirements. The following is a list of the areas for pickup and department listings for each area with contact person for additional information.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DARRYL TAVEL
MARCH 25, 2010
BID NO: 111-10
INVITATION TO BID – Continued
AREA #1
The pick-up point for Area #1 will be at the Jefferson County Courthouse @ 716 Richard Arrington Jr. Blvd. North Birmingham, Al. 35203 in Room 300 Treasurer’s Office. ALL DEPARTMENTS IN THIS AREA #1 ARE AS FOLLOWS:
TREASURER OFFICE REQUIREMENTS:
1. We use 10 (ten) different banks. Theoretically, we could go to all of them everyday. This has never happened. We probably average four banks each day. The banks we use are: Regions, Wachovia, BB & T, Bryant Bank, First Commercial, BBVA Compass Bank, First Financial, ServisFirst Bank, BanCorp South and Superior Bank. Addresses will be provided as needed.
2. We must receive same day credit for our deposits.
3. We call in a request for petty cash change order to Regions Bank daily, and the cash is ready for us to pick-up when we make our deposit that day. The largest request for petty cash is made each Friday when we cash the check we receive for reimbursement. Presently, this check could be as much as $15,000.00. Our request is mostly for bills, but be do order small amounts of change. Ordering $100.00 in quarters and lesser amounts in dimes and nickels happens.
4. We request supplies (coin envelopes, coin wrappers, and bill wrappers) as needed from Regions. This may be 2 or 3 shoe-sized boxes every 2 (two) months. The order is ready for us to pick-up when we make our deposit. These supplies must be returned the next business day by the courier.
5. On the last day of the fiscal year, September 30th, we make two deposits before 2:00 P.M. at the banks to allow departments to get all receipts for the year ending into the bank in that year. Two banks runs per day may be required from time to time.
For additional information contact Karen Lemley @ (205) 325-5373.
REVENUE DEPARTMENT REQUIREMENTS:
- Revenue may use 4 (four) different banks: Regions, Wachovia, Compass, and Alamerica.
- The largest single daily deposit is 3 (three) million.
- Revenue will need change on a daily basis from Regions and occasionally require supplies.
- The largest single daily cash deposit is $150, 000.00.
- Our normal pick-up time is between 9:00 & 10:00 A.M.
- Deposit tickets may be returned the next business day in sealed return bags.
For additional information contact Janice Prisoc @ (205) 325-5045 or Willie Stroud @ (205) 325-5195.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DARRYL TAVEL
MARCH 25, 2010
BID NO: 111-10
INVITATION TO BID – Continued
PROBATE COURT REQUIREMENTS:
1. Probate Court uses only Regions Bank.
2. Deposit slip may be returned the next business day in a sealed bag.
3. Probate Court averages a daily deposit of $52, 000.00. 5% (five percent) of this is cash.
4. There are three different accounts at Regions Bank.
5. Our daily pick-up time is before 11:00 A.M.
For additional information contact Carol Johnson @ (205) 325-5416.
SEWER BILLING:
1. Sewer Billing uses Regions.
2. Sewer Billing averages less than $100,000.00 per day.
3. Deposit slip may be returned the next business day.
4. Daily pick-up time is 1:00 P.M.
For additional information contact Karon Witt @ (205) 325-5390.
Tax Collector
For additional information contact any Cashier @ (205) 325-5435
Law Library use Regions
For additional information contact Laura Covington (205) 325-5628
Domestic, Circuit Civil and District Civil uses ServisFirst Bank
Circuit Criminal and District Criminal uses First Commercial
For additional information contact Anne-Marie Adams (205) 325-5360
Other Departments may be added or deleted to Area #1 pick-up point and shall be priced separately.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DARRYL TAVEL
MARCH 25, 2010
BID NO: 111-10
INVITATION TO BID – Continued
AREA #2
Pick-up point for Area #2 will be Jefferson County Centerpoint Annex located @ 2651 Centerpoint Parkway Birmingham, Al. 35215. In the Revenue Department, ALL DEPARTMENTS IN THIS AREA #2 ARE AS FOLLOWS:
REVENUE DEPARTMENT REQUIREMENTS:
1. Revenue will use 4 (four) different banks: Regions, Wachovia, Compass, and Alamerica.
2. The largest single daily deposit is 3 (three) million.
3. The largest single daily cash deposit is $150, 000.00.
4. Revenue will need change on a daily basis from Regions and occasionally require supplies.
5. Deposit tickets may be returned the next business day in sealed return bags.
6. Our normal pick time is between 9:00 & 10:00 A.M.
7. All revenue departments may require change and or supplies on a daily basis.
For additional information contact Sharon Fairbanks @ (205)856-8815.
Tax Collector
(not open at this time)
For additional information contact Teresa Brakefield (205) 325-5694
Other Departments may be added or deleted to Area #2 pick-up point and shall be priced separately.
AREA #3
Pick-up point for Area #3 will be Jefferson County Home located @ 200 North Pine Hill Road Birmingham, Al. 35217. ALL DEPARTMENTS IN THIS AREA #3ARE AS FOLLOWS:
JEFFERSON REHABILITATION & HEALTH CENTER REQUIREMENTS:
1. Pick-up twice a week.
2. Deposits must be made by 2:00 P.M.
3. Average Pick-up would range from $25,000 to $50,000.
4. Return receipt in a sealed bag next business day or next pick-up day.
For additional information contact Marsha Lewis or Ann Bruns @ (205)849-2352 EXT. 270.
Other departments may be added or deleted to Area #3 pick-up point and shall be priced separately.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DARRYL TAVEL
MARCH 25, 2010
BID NO: 111-10
INVITATION TO BID – Continued
AREA #4
Pick-up point for Area #4 will be at Jefferson County Bessemer Courthouse located @ 1801 3rd Ave North Tax Collector Department Room #201 Bessemer, Al. 35020. ALL DEPARTMENTS IN THIS AREA #4 ARE AS FOLLOWS:
REVENUE DEPARTMENT REQUIREMENTS:
1. Revenue will use 6 (six) different Bessemer banks: Regions, Wachovia, Compass, Financial Bank, BB T, and Alamerica.
2. The largest single daily deposit is 3 (three) million.
3. The largest single daily cash deposit is $150, 000.00.
4. Revenue will need change on a daily basis from Regions and occasionally require supplies.
5. Deposit tickets may be returned the next business day in sealed return bags.
For additional information contact Edna Palmer @ (205) 481-4110.
BESSEMER TREASURER’S DEPARTMENT REQUIREMENTS:
Contact Doris Britton @ 481-4192 for requirements and additional information on daily pick-up.
BESSEMER PROBATE DEPARTMENT REQUIREMENTS:
Pick up at room 101-Bank used – First Financial
Contact Cynthia Vines Butler @ 481-4100 for requirements & additional information on daily pick-up.
Tax Collector
Contact Judy Hassell @ 481-4133 for requirements and additional information.
Other Departments may be added or deleted to Area #4 pick-up point and shall be priced separately.
AREA #5
Pick-up point for Area #5 will be at Cooper Green Hospital located @ 1515 6th Ave South Birmingham, Al. 35233. ALL DEPARTMENTS IN THIS AREA #5 ARE AS FOLLOWS:
COOPER GREEN HOSPITAL REQUIREMENTS:
1. Uses Regions Bank with an average daily deposit of $50, 000 with 35% of this being cash.
2. Deposit receipts may be returned in a sealed bag the next business day.
For additional information William Smith @ (205) 930-3212.
Other Departments may be added or deleted to Area #5 pick-up point and shall be priced separately.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DARRYL TAVEL
MARCH 25, 2010
BID NO: 111-10
INVITATION TO BID – Continued
AREA #6
Pick-up point for Area #6 will be at Jefferson County Homewood Annex located @ 809 Green Springs Highway Suite 102, Birmingham, Al. 35209. ALL DEPARTMENTS IN THIS AREA #6 ARE AS FOLLOWS:
REVENUE DEPARTMENT REQUIREMENTS:
1. Revenue will use 4 (four) different banks: Regions, Wachovia, Compass, and Alamerica.
2. The largest single daily deposit is 3 (three) million.
3. The largest single daily cash deposit is $150, 000.00.
4. Revenue will need change on a daily basis from Regions and occasionally require supplies.
5. Deposit tickets may be returned the next business day in sealed return bags.
For additional information contact Kitha Carr @ (205) 916-2707 for additional requirements.
Tax Collector