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HomeMy WebLinkAboutCORRESPONDENCE - BID - 8114 COURIER SERVICES - LIBRARY DISTRICTApril 7, 2016 Armored Knights Attn: Ryan Knight ryan@armoredknights.com 2330 Paul Street Omaha, NE 68102 RE: Renewal, 8114 Courier Services - Library District Dear Mr. Knight: The City of Fort Collins wishes to extend the agreement term for the above captioned proposal per the existing terms and conditions and the following: 1) The term will be extended for one (1) additional year, July 1, 2016 through June 30, 2017. 2) EXHIBIT A - Scope of Work Updates & Revisions as per attached. This attachment reflects changes to the Scope of Work that have already been implemented and as a result reflects the current state of the contract. If the renewal is acceptable to your firm, please sign this letter in the space provided and include a current copy of insurance certificate naming the City as an additional insured for General and Automotive Liability within the next fifteen (15) days. If this extension is not agreeable with your firm, we ask that you send us a written notice stating that you do not wish to renew the contract and state the reason for non-renewal. Please contact Ed Bonnette, C.P.M., CPPB, Senior Buyer at (970) 416-2247 if you have any questions regarding this matter. Sincerely, Gerry S. Paul Director of Purchasing __________________________________________ ________________ Signature Date (Please indicate your desire to renew 8114 by signing this letter and returning it to Purchasing Division within the next fifteen days.) GSP:jg Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707- fax fcgov.com/purchasing DocuSign Envelope ID: DA4EEDE6-BDFB-4E7C-AB83-7022CD83470F 4/8/2016 EXHIBIT A SCOPE OF WORK 1. The Service Provider will make two (2) one (1) circuits daily in A.M. Route #1 (Monday- Friday) On Monday, Wednesday, Friday as follows between Technical Services (TS) located at 301 E. Olive Street (also known as Webster House), the Old Town Library (OTL) located at 201 Peterson Street, Harmony Library (Harmony) located at 4616 South Shields on the Front Range Community College Campus, Council Tree Library (Council Tree) located at 2733 Council Tree Avenue, and all Remote Drop Boxes (Boxes) as previously determined. Route #2 as follows between Old Town Library, Webster House, Harmony Library, Webster House, Old Town Library, REA (Monday, Wednesday, Friday only), Council Tree (Monday, Wednesday, Friday only). On Tuesday, Thursday as follows between Webster House, Old Town Library, Harmony Library, Council Tree Library and four (4) Remote Drop boxes.  A.M. Circuit #1 MWF: Up to 7 15 stops within Fort Collins City limits and all boxes including CLP (Laporte), Chapel, REA (Windsor). on Monday, Wednesday, Friday, (only) and up to 5 stops on Tuesday and Thursday. Route: Start at Harmony at 6:00 a.m. then proceeds to Webster House, OTL, Webster House, King Soopers (Drake & Timberline), REA, CT, First National Bank (FNB), Harmony, Senior Center (SC), Cache La Poudre Elementary & Junior High School (CLP), Annunciation Chapel (Chapel), King Soopers (North College Ave), OTL, Webster House.  A.M. Circuit #2 TTH: Up to 12 stops within Fort Collins City (FTC) limits (including LaPorte) at OTL, Harmony, Council Tree, Technical Services Webster House, and all Boxes excluding REA, Annunciation Chapel & Cache La Poudre Elementary & Junior High School. Route: Start at Harmony at 6:00 a.m. then proceeds to Webster House, OTL, Webster House, King Soopers (Drake & Timberline), CT, FNB, Harmony, SC, King Soopers (North College Ave), OTL, Webster House. Route: Driver #1, start at Old Town at 7 a.m., Webster House, Harmony Library, meets up with Driver #2 and transfers crates, then proceeds to Old Town, REA (Monday, Wednesday, Friday only), Council Tree (Monday, Wednesday, Friday only). Route: Driver #2, start at Old Town at 8:10 a.m. proceeds to Webster House and do the transfer between Old Town, Harmony, Council Tree and Technical Services (TS). It would then proceed on to the box pickups, dropping the boxes as determined. 2. The Service Provider will make (1) complete circuit daily (Friday Evening & Sunday Morning) as follows between Old Town, Harmony, Council Tree, and all Boxes.  Friday Evening Circuit: Up to *11 12 stops within Fort Collins City (FTC) limits (including LaPorte) at Old Town, Harmony, Council Tree and all Boxes excluding REA and Chapel. Route: Start at 5:00 p.m. at Webster House then proceeds to Harmony, CT, OTL, King Soopers (Drake & Timberline), CT, FNB, Harmony, SC, CLP, King Soopers (North College Ave), OTL. DocuSign Envelope ID: DA4EEDE6-BDFB-4E7C-AB83-7022CD83470F Route: Start at Old Town at 5:45 p.m. and do the transfer between the Old Town, Harmony and Council Tree and Technical Services: and complete box collections dropping the boxes as determined. *Special Notes: Friday Evening collection and transfer will include all materials (transfers, holds & book drops) and must be completed at the Harmony Library no later than 7:30 p.m. to allow for building security. Both Library staff and Service Provider couriers will work collaboratively to keep materials from being mixed up.  Sunday Morning Circuit: Up to **11 10 stops within Fort Collins City (FTC) limits (including LaPorte) at Old Town, Harmony, Council Tree, and all Boxes excluding, Chapel, REA and Webster House. No TS stop. Route: Start at 7:00 a.m. at CLP then proceeds to King Soopers (North College Ave), OT, King Soopers (Timberline and Drake), CT, FNB, SC, Harmony, CT, OTL. Route: start at Old Town at 7:30 a.m. and do the transfers between Old Town, Harmony and Council Tree Libraries; and complete box collections dropping the boxes as determined. **Special Notes: Sunday morning collection and transfer will include all materials (transfers, holds & book drops) and can not be taken to the Harmony Library any earlier than 8:30 a.m. to allow for building security. Both Library staff and Service Provider couriers will work collaboratively to keep materials from being mixed up. 3. Drop Times:  Harmony Library – 1st drop prior to 8:30 a.m. 2nd drop prior to 9am M-F; 11:00 a.m. Sunday  Old Town Library – 1st drop prior to 9:00 8:00 a.m. 2nd drop prior to 11:00 a.m. M-F; 11:30 a.m. Sunday  Council Tree Library – 1st drop prior to 9:30 M-F; noon Sunday  Technical Services – opens at 7:00 a.m. M-F Drop times are negotiable depending on the situation and circumstances of the Service Provider. All time changes must have prior approval of the District’s Representative. 4. Service Provider must provide reliable transportation and dolly. 5. District requires itemized (number of visits per-site per month) monthly billing. 6. Monthly reports of concerns, issues and recommendations must be submitted to the District’s Representative by the 10th of each month. Open, immediate and daily communication is required in conjunction with the monthly reports. 7. Service Provider must sign an electronic key card request form with Front Range Community College – Larimer for a key card to Harmony Library (Service Provider will work with Library’s Project Manager on this). 8. Holiday service will be determined in partnership with the District’s Representative. DocuSign Envelope ID: DA4EEDE6-BDFB-4E7C-AB83-7022CD83470F 9. Should an expansion or contraction of services be deemed necessary, the parties will work in good faith to negotiate a revision to the rates. 10. Remote Drop Box Locations: a. Fort Collins Senior Center at 1200 Raintree Dr. in Fort Collins b. First National Bank at 155 E. Boardwalk in Fort Collins c. King Soopers at 1842 N College Ave. in Fort Collins d. Cache La Poudre Elementary & Junior High School at 3511 W. County Road 54G in LaPorte e. King Soopers at 2602 Timberline Rd in Fort Collins f. Poudre Valley Rural Electric Association at 7649 REA Pkwy in Windsor, CO g. Annunciation Chapel at 290 E County Road 56 in Fort Collins 11. Size of Crates:  Blue (closed top) 15” x 22” x 12”  Blue collapsible (open top) 14” x 21” x 11”  Small gray or red solid 15” x 22” x 10” 12. Number of Crates Between Library Sites (average is 20 crates per bldg. which will change with the reduction in runs and the use of Floating Collections by the District): can be affected +/- by Library building & Holiday closures, unforeseen events affecting Library access, Academic Calendar (August through May).  First delivery: Old Town 6-9 transits avg = 19-20 crates 3-6 holds 2-4 new Harmony 8-10 14-18 transits avg = 20-22 32-34 crates 4-6 8-10 holds 3-5 new Council Tree 12-15 transits avg = 22-24 24-26 crates 5-7 8-10holds 2-4 new Webster House 4-6 transits avg= 4-6  Mid delivery: Old Town 3-7 8-10 drop boxes & holds Harmony 5-10 drop boxes & holds Council Tree 7-10 drop boxes & holds Webster House 10-12 transits  Number of items per Crate: Blue collapsible (open top) 50-80 items Blue (closed top) 50-70 items DocuSign Envelope ID: DA4EEDE6-BDFB-4E7C-AB83-7022CD83470F Small gray/red 15-25 items  Approximate weight (loaded): Blue collapsible 20-40 lbs Blue (closed top) 20-40 lbs Small gray/red 5-15 lbs 13. Service Provider must have verifiable similar experience and ability to provide staff and equipment to complete required number circuits, handle average number of crates, and at specified drop times every day District facilities are open. Holiday Schedule (2016) Friday January 1st New Year's Day Sunday March 27th Easter Sunday Monday May 30th Memorial Day Monday July 4th Independence Day Monday September 5th Labor Day Wednesday November 23th Thanksgiving Eve - Will close early at 3:00 p.m. Thursday November 24th Thanksgiving Day Saturday December 24th Christmas Eve - Will close early at 3:00 p.m. Sunday December 25th Christmas Day Saturday December 31st New Year's Eve - Will close early at 5:00 p.m. Sunday January 1st (2016) New Year's Day 14. Holiday Schedule (2015) Thursday January 1st New Year's Day Sunday April 5th Easter Sunday Monday May 25th Memorial Day Saturday July 4th Independence Day Monday September 7th Labor Day Wednesday November 25th Thanksgiving Eve - Will close early at 3:00 p.m. Thursday November 26th Thanksgiving Day Thursday December 24th Christmas Eve - Will close early at 3:00 p.m. Friday December 25th Christmas Day Thursday December 31st New Year's Eve - Will close early at 5:00 p.m. DocuSign Envelope ID: DA4EEDE6-BDFB-4E7C-AB83-7022CD83470F Friday January 1st (2016) New Year's Day DocuSign Envelope ID: DA4EEDE6-BDFB-4E7C-AB83-7022CD83470F CERTIFICATE HOLDER © 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) AUTHORIZED REPRESENTATIVE CANCELLATION CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) JECT LOC POLICY PRO- GEN'L AGGREGATE LIMIT APPLIES PER: CLAIMS-MADE OCCUR COMMERCIAL GENERAL LIABILITY GENERAL LIABILITY PREMISES (Ea occurrence) $ DAMAGE TO RENTED EACH OCCURRENCE $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ DED RETENTION $ CLAIMS-MADE OCCUR $ AGGREGATE $ UMBRELLA LIAB EACH OCCURRENCE $ EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS WC STATU- TORY LIMITS OTH- ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE If yes, describe under DESCRIPTION OF OPERATIONS below (Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED HIRED AUTOS NON-OWNED AUTOS AUTOS AUTOS COMBINED SINGLE LIMIT BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE $ $ $ $ THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL WVD SUBR N / A $ $ (Ea accident) (Per accident) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). The ACORD name and logo are registered marks of ACORD COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: INSURED PHONE (A/C, No, Ext): PRODUCER ADDRESS: E-MAIL FAX (A/C, No): CONTACT NAME: NAIC # INSURER A : INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : INSURER(S) AFFORDING COVERAGE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 4/8/2016 The Harry A. Koch Co. P.O. Box 45279 Omaha NE 68145-0279 Armored Knights, Inc.; On Line ATM Services, Inc.; and Colorado Armored, LLC 2330 Paul St Omaha NE 68102 Philadelphia Insurance Co QBE Insurance Corp 23850 39217 402-861-7067 402-861-7267 152656768 A PHPK1369842 7/26/2015 7/26/2016 1,000,000 100,000 5,000 1,000,000 5,000,000 5,000,000 X X X 2,000 A X X X PHPK1369842 7/26/2015 7/26/2016 1,000,000 A X X 10000 PHUB508733 7/26/2015 7/26/2016 1,000,000 1,000,000 B EQB0200944 7/26/2015 7/26/2016 X 1,000,000 1,000,000 1,000,000 Currier services-library district The City of Fort Collins and the Poudre River Public Library District are Additional Insureds for both general liability and automobile liability, as required by the written contract. The City of Fort Collins, Financial Services Purchasing Division 215 N Mason St., 2nd floor PO Box 580 Ft Collins CO 80522 DocuSign Envelope ID: DA4EEDE6-BDFB-4E7C-AB83-7022CD83470F