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HomeMy WebLinkAboutRFP - 7656 MAX TICKET VENDING MACHINE COLLECTION SERVICES (3)Addendum 2 – 7656 Max Ticket Vending Machines- Page 1 of 4 Collection Services ADDENDUM NO. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7656: Max Ticket Vending Machines – Collection Services OPENING DATE: 3:00 PM (Our Clock) July 7, 2014 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Jill Wilson, Buyer at (970) 221-6216 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 2 – 7656 Max Ticket Vending Machines- Page 2 of 4 Collection Services EXHIBIT 1 - QUESTIONS & ANSWERS 1. What is the estimated cash volume for each TVM? As stated in the RFP, this is a new service; therefore no estimated cash volume is available at this time. 2. What is the total amount of “Bills” each machine can accept? 2,000 Bills. 3. Will the bills be “stacked” in a cassette, or will they be fed into a no-stackable container? Bills are stacked in a Banknote Vault. 4. Will the bills be mixed denominations? Yes. 5. Will the coin be mixed denominations? Yes. 6. Could the replenishment cash and/or coin be made available 2 days prior? Yes – if the contractor was willing to take responsibility for the storage of the cash and coin during that time period. 7. Will the bank provide coin that is wrapped? Or will it be in loose bags? The bank should be able to provide either. 8. How many coins fit in the coin hoppers, and coin magazines? Coin Magazines hold approx. 125 coins each (Dollars, Quarters, Nickels, Dimes). Coin Hoppers each hold up to 1,250 coins, but 1,000 max is recommended. 9. Do the machines dispense “coin” back to the customers? Yes. 10. Does the machine dispense “cash” back to customers? No – all change is dispensed as coin. 11. How long in minutes does a typical servicing take for a TVM, when onsite? Approximately 10 minutes per TVM. Addendum 2 – 7656 Max Ticket Vending Machines- Page 3 of 4 Collection Services 12. What is the estimated frequency of service for the TVM’s? (Monthly, bi-weekly, Weekly, or daily)? At a minimum, the frequency of service will occur monthly. Utilization of the TVM’s will dictate more frequent service. 13. Would the City of Fort Collins, and TRANSFORT consider standardizing a service frequency to optimize routing and cost? For example, we would service all 19 machines each week regardless of cash level so that they can be put on a standard dedicated route. Yes. 14. What are the payment terms for this request? Typically, the City’s payment terms are Net 30. 15. Have any machines been used like this in the past, at the locations listed in the RFP? No. These machines are new and were installed in order to serve the customers wishing to ride the new MAX – BRT buses. 16. What company installed the new TVMs? Scheidt & Bachmann. 17. Will the contractor be the only ones to fix broken parts, or will there be other companies involved in replacing a machine that is considered broken? For example- a representative of the manufacturer, or distributor of the TVM? We anticipate all replacements will come from the manufacturer – Scheidt & Bachmann. Transfort does have an inventory of spare parts on hand. 18. Will the contactor be the only one with vault access? No. A secured “cash” key will be accessible by certain Transfort/City of Fort Collins Management personnel. 19. What type of locks /combos are used for the TVM? There are a total of 6 keys needed to access the machines and the cash/coin, no combination locks. There is 1 crank key and 1 “hockey puck” style removable lock. The remaining keys are all typical cylinder locks. Addendum 2 – 7656 Max Ticket Vending Machines- Page 4 of 4 Collection Services 20. What will be the service hours of operation and expectations for responding to TVM machines? Response time for an unplanned service is within eight (8) hours from the time of notification to the contractor. 21. Will weekend service ever be needed? That is possible. We currently operate on Saturdays and there is a distinct possibility that service will also occur on Sundays in the near future. 22. What is the anticipated start date and award date? Award date depends on contract negotiations but is estimated to occur the week of July 14 th , 2014. The anticipated service start date is mid- August, 2014. 23. Has there been a budget established for this RFP, and if so what is that amount? No firm budget has been established for this RFP. However, an Independent Cost Estimate has been established in order to gauge the validity of submittals. 24. Could it be negotiated to have a 48 hour turnaround for servicing, counting, and depositing? Yes.