1.02 Scope of Work/Technical Specifications and Objective
The Suburban Mobility Authority for Regional Transportation (SMART) is a Public Authority created pursuant to Act 204, Michigan Public Acts of 1967, as amended, and is empowered to provide public transportation.
SMART is seeking comprehensive cash processing services which include but is not limited to the following tasks:
A. Provide pick-up and delivery of SMART fare box revenue by use of an armored vehicle from SMART’s fixed-route and Connector bus terminals (Macomb, Oakland and Wayne) three days per week, typically Mondays, Wednesdays, and Fridays. This pick-up schedule may be expanded to four (4) or five (5) days a week if SMART deems a four (4) or five (5) day pick-up schedule is required.
Provide pick-up and deposit proceeds from the sales of tickets and passes from SMART’s Royal Oak Transit Center. (Oakland County) Pick-up is two days a week, typically Tuesdays and Fridays. This pick-up schedule may also be expanded to three (3) or four (4) days a week if SMART deems a three (3) or four (4) day pick-up is required.
See section 1.02.1 for facility locations.
B. Facility Pick-up Schedule – Minimum Requirements:
- Contractor shall work with the superintendent of each facility and develop a pick-up schedule that will not conflict with the terminals bus or facility operation.
At a Minimum:
- The contractor will work within an agreed upon time frame of a scheduled pick-up. The time window is not to deviate more than 30 minutes before or 30 minutes after the specified and designated time.
Fare box collections outside of the allowed time window can be rescheduled at SMART’s discretion with no additional cost to SMART.
C. Bank Deposits:
The contractor shall provide the service of sorting, counting, and preparing the bank deposit for currency from SMART’s facilities. The contractor shall provide the service of sorting, counting, and preparing the bank deposit for coins, and the destruction of all tickets from each pick-up.
- The contractor is responsible for making deposits with Comerica Bank, or a Banking facility designated by SMART within three (3) business days from pick-up.
Other Services Associated with the Bank Deposit:
- Contractor shall provide the service of returning marketing promotional bus tickets (special tickets) back to SMART, separated by terminal of origin as required.
- Contractor shall notify SMART of daily deposits by fax on date of deposit.
- The contractor will provide, prepare, or complete associated documentation, including deposit slips, daily cash reports, maintenance of used seals, log of seals used, and a SMART Fare Log.
- The contractor must also provide a copy of any proposed reports requested by SMART with this deposit package..
1.02.1 Cash Locations:
The Suburban Mobility Authority for Regional Transportation (SMART) is requesting proposals for Revenue Collections (to include cash pick-up) at three (3) SMART terminal locations and one (1) SMART Transit Center. Please contact Dennis Ellis at 248-419-7903 for an appointment to examine the equipment to be loaded and transported.
Macomb Terminal
22900 E. 15 Mile Road
Clinton Twp., MI 48035Oakland Terminal
2021 Barrett Street
Troy, MI 48084
Wayne Terminal
30000 N. Industrial Drive
Inkster, MI 48141Royal Oak Transit Center
202-206 Sherman Drive
Royal Oak, MI 48067
1.02.2 Contractor’s Uniforms:
Contractor’s personnel are required to wear uniforms without pockets, near exposed cash.
Contractor’s personnel are required to wear uniforms and visible picture ID badges when on SMART property.
1.02.3 Torn Bills:
SMART wishes to receive a proposal from your company that outlines the handling of all mutilated bills received in the cash bins. Please itemize your fees to highlight this service cost.
1.02.4 Separating:
The contractor will be required to separate coins, bills, and tickets in the Connector bins only. Coins and bills are separated in different compartments in one large mobile bin for the Fixed route revenue.
The contractor will be required to notify and return to SMART any non-cash objects, foreign coins and bills discovered during processing by Friday of the week items are found.
1.02.5 Personnel:
The contractor is required to provide fully qualified and trustworthy personnel.
Contractor’s personnel shall be bonded and documentation shall be issued to SMART showing all active personnel with pictures and signatures. Updated documentation is to be sent to SMART whenever changes are necessary. Please specify time in which updates will be submitted to SMART.
Contractor’s personnel are not permitted to sort through SMART’s cash for non-business purposes.
Visible photo identification is required when on SMART property.
While on SMART Property contractor employees will be under video surveillance.
Contractor is required to have video surveillance at their facilities with back up maintained and available by SMART or SMART designee for a sixty-day (60) period.
1.02.6 Processing:
SMART estimates the contractor will collect and process an average of $698,540.31 per month.
1.02.7 SMART Equipment:
Within your bid you must take into consideration that:
The contractor will be responsible for repair and/or replacement cost of locks and keys lost or broken by contractor’s employees or damage to SMART equipment caused by the contractor’s employees.
Locks, keys, and damage to the equipment will be repaired or replaced as determined by SMART.
All costs associated with any repair and/or replacement of locks, keys, and equipment, will be deducted from the contractor’s invoiced amount.
The selected Contractor will be required to notify the designated SMART representative when any equipment difficulties are encountered.
SMART will initiate all repairs and/or replacements of SMART equipment.
SMART will not be responsible for any costs associated with damages to any contractor facility including but not limited to, damage incurred to the premises in handling SMART equipment by contractor employees or a third party hired by the contractor, force major events which inflicts damages to contractors equipment and facility, vermin infestation at contractors facility by any means, or any other issues that may arise where damages have been incurred at the selected vendor’s facilities.
1.02.8 Cash Bins:
Fixed Route:
An empty cash bin weighs approximately 650 pounds
A filled cash bin does not exceed 1,700 pounds
Connector:
An eighteen inch metal cube that weighs approximately 50 pounds.
Royal Oak Transit Center:
Pick up is a secured bag with cash with a deposit slip inside that will be immediately deposited into the bank of SMART’s choosing. Deposit bags are supplied by the vendor.
SMART personnel will assist contractor with loading the cash bins onto contractor’s vehicle with a fork lift at all SMART facilities.
The Contractor is responsible for unloading/loading the bins without damaging them upon receiving them at their location.
Each cash bin must be individually secured in the vehicle by a non-abrasive strap (i.e. cotton) with the side of the bin facing the wall of the truck during transportation.
No multiple bins in one strap and no corralling of bins.
Contractor is responsible for removing dirt and debris from door/locking areas of bins prior to closing and locking to help prevent breaking of keys and locks.
1.02.10 Deposit Records:
SMART will provide the contractor with fare logs and deposit slips.
Fare Logs must be itemized by terminal pick-up location and include the revenue pick-up date and the deposit date.
Fare Logs and deposit slips must be faxed to SMART’s Finance Department on each date of deposit.
Original Fare Logs and deposit slips must be mailed/delivered weekly to SMART, Finance Department, Buhl Building, 535 Griswold Street, Ste. 600, Detroit, MI 48226.
