Banking Services Request for Proposal - Alachua County Property

Banking Services Request for Proposal

Alachua County Property Appraiser Banking Services RFP

Alachua County Property Appraisers

General Banking Services

Request for Proposal



The Office of the Alachua County Property Appraiser Is soliciting proposals for

GENERAL BANKING SERVICES

REQUEST FOR PROPOSAL

DEADLINE FOR SUBMITTING QUESTIONS: 8/23/2013 @ 3:00 PM EST

DEADLINE FOR SUBMISSION AND OPENING DATE & TIME: 9/27/2013 @ 3:00 PM EST

This RFP document consists of 42 pages.

Bank Name: __________________________ Contact Name: ______________________

Phone No. ____________________________ Fax No. ___________________________

E-mail Address _______________________________________________________

Address: _______________________________________

City: __________________________ State: ___________________ Zip: _________

Preferred method for receiving documents? _____ Fax _____ Mail _____ E-Mail

A copy of this Request for Proposal (RFP) may be obtained by any of the following methods: 1. Retrieve the document from the following web sites: http://www.acpafl.org/BankingRFP.html

2. E-mail us at [email protected] and request a copy of the BankingRFP which will be

forwarded to you by email in PDF Format. Please include your Bank name, address, Email address,

contact name, phone number and fax number. We will automatically send you any amendments or

changes to the RFP.

3. Fill out this form and fax or email it back to us at 352-374-5278, we will automatically send you

any amendments or changes to the RFP.

Responding Bank Information

http://www.acpafl.org/BankingRFP.html

mailto:[email protected]



Table of Contents 1. OVERVIEW ...................................................................................................................................... 5 2. SCOPE OF WORK ............................................................................................................................ 5 3. ACRONYMS/DEFINITIONS .............................................................................................................. 6 4. SUBSTANTIVE SCORED QUESTIONS ............................................................................................... 9 4.1 Minimum Requirements .............................................................................................................. 9 4.2 Administration ........................................................................................................................... 10 4.3 Security ...................................................................................................................................... 11 4.4 Disaster Recovery ...................................................................................................................... 11 4.5 Conversion/Transition Process .................................................................................................. 12 4.6 Implementation and Customer Service ..................................................................................... 13 4.7 Depository Services.................................................................................................................... 14 4.11 Main depository Account with Positive Pay ............................................................................ 15 4.12 Process Improvements ............................................................................................................ 17 4.13 Servicing ................................................................................................................................... 17 5. COMPANY BACKGROUND AND REFERENCES .............................................................................. 17 5.1 Primary bank information .......................................................................................................... 17 5.2 Performance ............................................................................................................................. 19 5.3 References ................................................................................................................................. 19 5.4 Subcontractor information ........................................................................................................ 20 6. COST ............................................................................................................................................. 21 6.1 Conversion/Transition Costs ...................................................................................................... 21 6.2 Pricing ........................................................................................................................................ 21 6.3 Availability .................................................................................................................................. 22 6.4 Earnings Credit Rate .................................................................................................................. 22 7.1 RFP Timeline .............................................................................................................................. 23 8. PROPOSAL EVALUATION AND AWARD PROCESS ........................................................................ 26 9. TERMS, CONDITIONS AND EXCEPTIONS ...................................................................................... 27 10. SUBMISSION CHECKLIST ............................................................................................................ 30 Attachment A ................................................................................................................................... 31 Attachment B ................................................................................................................................... 32 Exhibit A – Banking Services Charges .............................................................................................. 33 Pro-forma Pricing Matrix ................................................................................................................. 33 PRICING OF BANKING SERVICES ....................................................................................................... 38 A. Compensating Balances ........................................................................................................... 38 B. Direct Payment ........................................................................................................................ 38 C. Combination Compensating Balances and Direct Payment .................................................... 38 D. Other ........................................................................................................................................ 38 INTEREST EARNINGS PROPOSAL ...................................................................................................... 39 REQUIRED BANKING SERVICES ......................................................................................................... 40 OTHER REQUIRED SERVICES............................................................................................................. 41 ADDITIONAL INFORMATION ............................................................................................................ 42 ENHANCEMENT SERVICES ................................................................................................................ 42 REFERENCES ..................................................................................................................................... 42



A Request for Proposal (RFP) process is different from an Invitation to Bid. The ACPA

expects banks to propose creative, competitive solutions to the ACPA's stated problem or

need, as specified below.

The questions in Section 4.0, Substantial Scored Questions, are based on the current

configuration of banking services used by the ACPA and vendors should respond to these

questions based on the current configuration of services. However, the ACPA believes that

there are many opportunities to reconfigure and streamline services that would result in

reduced banking costs for the ACPA and/or streamlining of functions performed by the

ACPA and encourages vendors to identify any areas where opportunities like this exist. This

RFP specially asks vendors to provide recommendations for cost savings. This will be an

important component to the scoring of the RFP.

Vendors may take exception to any section of the RFP. Exceptions should be clearly stated in

Attachment A (Certification of Indemnification and Compliance with Terms and Conditions

of RFP) and will be considered during the evaluation process. The ACPA reserves the right

to limit the Scope of Work prior to award, if deemed in the best interest of the ACPA.



(Back to Table of Contents)

1. OVERVIEW

The Alachua County Property Appraiser’s Office is responsible for the valuation of all property in

Alachua County for Ad valorem tax purposes. Included in these responsibilities is the discovery

and listing of all property as well as the administration of a multitude of exemption and special

classification programs. The office is an independent unit of county government and administers its

own payroll and purchasing processes pursuant to Florida law. To accomplish this task the office

currently employs 52 full time positions, periodic temporary and part time positions and contracts

for other professional services. The office also administers its own IT shop, website and manages a

county wide GIS operation.

The Office of the Alachua County Property Appraiser (ACPA) is seeking proposals from qualified

financial institutions to provide the following banking services:

Respondents to this RFP shall submit a proposal to provide services for a Main Depository Account

with Positive Pay. The ACPA prefers to select via this RFP one firm to perform all of the services

under the Scope of Work and encourages respondents to submit the most comprehensive proposals

possible offering the highest quality of service while providing opportunities for improving the

current management of cash flows. Additionally, if the awarded vendor for this RFP does not possess

sufficient capabilities to perform a specific service encompassed in this RFP, the ACPA reserves the

right to separately contract with a qualified firm(s) for such service(s).

2. SCOPE OF WORK Main Depository Account The ACPA’s depository banking operation consists of a primary concentration account. Currently

the ACPA uses unnumbered two part deposit slips with the accounts deposit number. Deposit slips

encoded with deposit document numbers allow daily deposits of cash and/or checks into the nearest

authorized depository. At this time the ACPA does not present pre-encoded checks for deposit

processing.

Other types of deposits (e.g., ACH - Automated Clearing House) credits and account transfers are

all deposited into this primary account. Disbursements from the main depository account are made

by check, wire, ACH, and EFT (Electronic Funds Transfer), debits include accounts payable and

direct deposit payroll checks.

ACPA utilizes ACH services for Florida Retirement System (FRS), Direct Deposit Payroll and 941

deposits. Checks are issued for accounts payables. Vendor payments and payroll files are processed

Bi-monthly on the 15th

and the last day of the month.




The ACPA desires to utilize a DDA main Depository account with positive pay to clear accounts

payable checks, and direct deposit payroll.

3. ACRONYMS/DEFINITIONS For the purposes of this RFP, the following acronyms/definitions will be used:

ABA Number The routing number on a check is the ABA Routing Transit Number (RTN),

usually placed near the lower left corner of checks, which identifies the financial institution on

which the check is drawn. The number is used in sorting and clearing checks. The first part shows

the location and the second identifies the bank itself.

ACH Automated Clearing House - a facility used by financial institutions to distribute electronic

debit and credit entries to bank accounts and settle such entries.

ACPA The Alachua County Property Appraiser’s office

AFP Service Codes Association for Financial Professionals Service Codes - standardized

references and terms for identifying, describing and reporting bank services and associated charges.

ARP/SMS™: Exceptions Workflow from Fiserv is a fully integrated, image-based workflow

solution that automates the handling of positive pay and reconciliation exceptions from beginning

to end. Exceptions Workflow provides immediate access to the data required for both research and

timely, informed exception actions. With its streamlined workflow, the system also enables the

bank to handle more payee verification accounts and better control on exception-handling costs.

All positive pay exceptions, their related on-file issue information and other data are sent by

ARP/SMS for processing. Exceptions Workflow expedites exception processing by displaying the

issue information from ARP/SMS, the exception description and the check image on one user-

friendly split screen.

Account Analysis Statement The bank’s invoice to the ACPA for services provided on a monthly

basis. Information includes balance information, service activity, and cost itemization.

American Banking Association Association representing financial institutions which designed the

ABA number coding system.

Awarded Bank The organization/individual that is awarded and has an approved contract with the

ACPA for the services identified in this RFP.

Bank Organization/individual submitting a proposal in response to this RFP.




Controlled Disbursement Account Controlled Disbursement Account refers to a disbursement account arrangement where the total

dollar amount of all checks that will be cleared on a given day are made available to the corporate

treasury manager early enough to allow same day funding. Historically, banks around the country

have come up with many different and innovative ways to create these controlled disbursement

arrangements. Most banks can report all check presentments by 10:00 a.m. All checks presented

after the bank’s notification deadline are “held over” for presentment until the following day

Correspondent Bank A bank that regularly performs services for another financial institution

usually located in another city or marketing area. Services typically include handling out-of-area

checks, trusts and technical services, and acceptance of deposits from the out-of-area institution.

DDA Demand Deposit Account

DRP Disaster Recovery Plan

ECR Earnings Credit Rate The rate used by banks to determine the allowable credit they will

provide for the use of the balances on deposit with the bank

EFTPS Electronic Federal Tax Payment System – a service used for payments of all federal taxes

to be made electronically.

EST Eastern Standard Time

Evaluation Committee Independent committee comprised of ACPA’s officers or employees

established to evaluate and score proposals submitted in response to the RFP.

FDIC Federal Deposit Insurance Corporation - A federal agency that insures deposits in member

banks and thrifts up to $250,000

FTP A communications protocol governing the transfer of files from one computer to another over

a network.

MICR Magnetic Ink Character Recognition - the MICR line encoded at the bottom of the check

includes the bank identification number (R/T), account number, auxiliary field and check amount

(after encoding).

May Indicates something that is not mandatory but permissible.




218 & 219 Florida Statutes 218 financial matters pertaining to political subdivisions and 219 county

public money, handling by State and County

NACHA National Automated Clearing House Association

On-us A check drawn on and payable at the bank where the account is located.

PGP Encryption A computer program that provides cryptographic privacy and authentication. PGP

is based on the public-key method, which uses two keys -- one is a public key that you disseminate

to anyone from whom you want to receive a message. The other is a private key that you use to

decrypt messages that you receive.

PNI - Paid – No Issue – a check debiting the ACPA’s account but is either not a valid check issued

by the ACPA or a check which has not been negotiated within 180 days from issue date.

Positive Pay – Positive Pay is an automated fraud detection tool offered by the Cash Management

Department of most banks. In its simplest form, it is a service that matches the account number,

check number and dollar amount of each check presented for payment against a list of checks

previously authorized and issued by the company. All three components of the check must match

exactly or it will not pay.

Positive Pay requires the ACPA to send (transmit) a file of issued checks to the bank each day

checks are written. When those issued checks are presented for payment at the bank, they are

compared electronically against the list of transmitted checks. The check-issue file sent to the bank

contains the check number, account number, issue date, and dollar amount. Sometimes the payee

name is included, but is not part of the matching service

RCPC Regional Check Processing Center

RFP Request for Proposal - a written statement which sets forth the requirements and

specifications of a contract to be awarded by competitive selection.

Reserve Requirement - The percentage of the bank’s deposits that must be kept on deposit at the

Federal Reserve.

SFTP Transferring files using the secure SSH protocol.

SSH Secure SHell – A security protocol for logging onto a remote server. SSH provides an

encrypted session for transferring files and executing server programs.




Shall/Must Indicates a mandatory requirement. Failure to meet a mandatory requirement may

result in the rejection of a proposal as non-responsive.

Should Indicates something that is recommended, but not mandatory. If the bank fails to provide

recommended information, the ACPA may, at its sole option, ask the bank to provide the

information or evaluate the proposal without the information.

Subcontractor Third party, not directly employed by the bank, who will provide services identified

in this RFP. This does not include third parties who provide support or incidental services to the

bank.

Will Expected or required.

ZBA Zero Balance Account

4. SUBSTANTIVE SCORED QUESTIONS

4.1 Minimum Requirements The bank must fulfill the following minimum qualifications and requirements:

a. Bank must demonstrate that they are legally organized as a federal or state chartered bank, a member

of the Federal Deposit Insurance Corporation (FDIC), and compliant with section 330.15 of the

FDIC’s regulations governing insurance coverage of public unit accounts. Provide the Bank’s FDIC

certificate number.

b. Bank must demonstrate that it is a qualified depository for public funds in accordance with Florida

Statutes.

c. Bank must provide the cash management services outlined in this proposal.

d. Bank must respond to transaction confirmations and requests for data as needed from the ACPA or

its auditors.

e. Bank must demonstrate that it has at least five (5) years of experience in the banking industry.

f. Bank must have sufficient equity capital to hold the compensating balances required by the bidder’s

proposal.

g. Bank must have a minimum credit rating of “A-” or equivalent from Moody’s, Standard & Poor’s

and Fitch or “B” from Kroll Ratings Service.

h. Bank must provide online reports detailing transaction activity on the ACPA’s depository account

with day to day activity. The online statement must include the identifiers assigned to return items

and error correction as required. This must be available on-line via a secure internet reporting tool.




i. When corrections/adjustments are required to bank statements, banks are to reflect actual activity,

documentation must be provided to the ACPA within three (3) business days of notification of the

error. Documentation must be in form and format acceptable to the ACPA. j. Bank must have a minimum of one (1) full-service location in Gainesville, Alachua County Florida.

By signing in the space indicated below, the bank certifies that it can satisfy all the conditions listed

in section 4.1.

Signature ______________________________________________________________

Date ______________________________________________________________

4.2 Administration

a. Scope of Services

Main Depository Account with Positive pay

b. The ACPA requires that all checks deposited have assigned float of one day or less. Zero day float

would be assigned on the day of the ledger credit and one day would be next business day after

ledger deposit. Please confirm your ability to provide 1-day availability and describe your method

to provide this availability.

c. Provide a comprehensive statement of availability/representation for assistance and support for

questions and problems during the term of the contract, as well as availability for other negotiated

services during the term of the contract. Will there be a dedicated staff, mailbox, or phone number

to ensure timely responses to questions and concerns? How does the bank ensure no delay in

service in the event primary staff are unavailable or out of the office.

c. Branch Locations

i. Provide a detailed listing of all branch offices that can accept deposits in Alachua County Florida.

Include the address, days and hours of operation and phone numbers.

d. Provide a Florida bank holiday schedule.

e. Provide any relevant information regarding correspondent bank relationships.

f. Provide details on any mergers or acquisitions that the bank is currently committed to and the

expected impact on the services requested in this RFP.




g. Provide details on any office services relocation plans and the expected impact on the services

requested in this RFP.

h. Describe any strategic plans or product initiatives that the bank has planned over the next two

years. Discuss any services offered to other municipalities which may benefit the ACPA.

i. Provide any additional information which you believe would assist the ACPA in evaluating the

bank’s qualifications and/or level of services in connection with the services requested within this

RFP.

j. Should the ACPA and bank institute a system which would lower the bank’s expense of providing

a service to the ACPA, the ACPA would seek a reduction in price for that service.

k. Describe the process which would facilitate a price reduction for any joint development between

the ACPA and bank.

4.3 Security The bank shall be required to safeguard the privacy of ACPA financial information and to administer

all accounts consistent with prudent banking practices, appropriate encryption and password security

programs.

4.3.1 Discuss and provide the bank’s information security policy, particularly as related to the services

requested in this RFP.

4. 3.2 Describe the measures utilized by the bank to protect its depositors from identity theft.

4. 3.3 Describe the bank’s policy with regard to the sale of depositor information to commercial

organizations, marketing firms, or otherwise.

4. 3.4 Describe the encryption standards that will be utilized for the transmission of data.

4. 3.5 Describe the security associated with the server which will receive the data, including:

a. Provide the physical location and any limitations on access. Who will have access to the data/files

and/or the server?

b. Are audit logs of all activity on the server maintained? If so, by what means?

c. How quickly can a determination be made as to whether data/files have been tampered with, or if

the server’s security has been compromised?

4.4 Disaster Recovery The Contractor/Bank shall maintain a daily backup of all data and information pertaining to the

ACPA’s account. The Contractor/Bank shall be required to provide both an onsite immediate recovery

option and an offsite stored copy, preferably in a different region, in the event of local or regional

disaster.




4.4.1 Discuss and provide a summary of your disaster recovery plan pertaining to the ACPA’s account.

Include in your discussion how the bank will prevent a disruption of the ACPA’s Cash

Management services. How often do you recommend testing the Disaster Recovery Plan?

4.4.2 What is the timeline for communicating with the ACPA when the Disaster Recovery Plan (DRP)

must be implemented? How will the ACPA be notified?

4.4.3 What disaster recovery services can the bank provide if the ACPA cannot operate from its own

facilities? Please provide a plan recommending how this should be tested to ensure proper

measures and documentation is in place should an event occur.

4.4.4 In what instances would the ACPA be compensated in the event of a bank disaster or other

service disruption? Describe how the ACPA would be compensated in the event of a disaster

which caused reports lost, delayed availability, interest lost, or any other service interruption as a

result of a bank disaster?

4.5 Conversion/Transition Process The successful bank must commit the necessary resources to the conversion/transition process to

help ensure that the transition is performed in a timely manner and requested services are tested

and operational no later than the start date of the new contract period.

4.5.1 Discuss all fees and implementation costs which the ACPA may be responsible for during the

conversion process. All conversion costs must be clearly delineated from ongoing operating costs

in the cost proposal section of the RFP. These fees must be reflected in pricing exhibit A.

4.5.2 Describe the proposed conversion plan for transitioning the ACPA from its current bank to your

bank (timeline) in connection with the proposed service requirements for which your bank is

providing a proposal. This will serve as an outline of the strategic approach to the conversion

activities. Be prepared to present a detailed conversion plan if selected as a finalist.

4.5.3 Provide your implementation team structure. Provide a single point of contact for the conversion

project (Project Manager), and discuss each team member’s role and responsibilities, including

desired staff and management from ACPA.

4.5.4 Describe how regular communication with the ACPA will take place. Does the bank provide a

portal to the ACPA and its agencies to ensure timely responses?

4.5.5 Discuss how the bank will manage all aspects of each product setup, including confirmation of the

processing, and coordinating the timing requirements with the ACPA and the appropriate

agencies.




4.5.6 What is the expected lead-time that will be necessary before the conversion begins?

4.5.7 Discuss your plans for educating and training ACPA employees in the use of your

systems/software.

4.5.8 Discuss the post implementation process as products and services are transitioned day- to-day

contacts.

4.5.9 Discuss any methods of compensation/reimbursement that may be available to the ACPA for

costs incurred during the conversion from the current service provider to your bank as the newly

selected service provider.

4.6 Implementation and Customer Service

4.6.1 Provide a copy of all documents, agreements and service terms that will be required to initiate any

services the Bank has submitted a proposal for.

4.6.2 Describe materials available and/or any on-site or on-line training provided by the bank.

4.6.3 Describe your bank’s customer service organizational structure. Provide an organization chart.

4.6.4 Will a specific customer service representative/team be assigned to handle the ACPA?

a. For how many other accounts is this representative/team the primary contact?

b. How does the bank ensure continuity of service when the primary customer service

Representative is unavailable?

4.6.5 Provide the hours of operation (EST) for each customer service unit (e.g., depository services,

ACH, wire services, and technical support).

4.6.6 Describe all methods (e.g., phone, fax, email, real-time messaging, and portal) the ACPA can use

to initiate and track inquiries.

4.6.7 Explain how your bank measures and evaluates the productivity and quality of its services,

particularly as related to the services requested in this RFP.

a. Do you monitor the performance of each of the proposed products and services?

b. What are the key performance measures tracked?

c. Provide sample reports of performance monitoring.

4.6.8 Discuss how the bank monitors customer satisfaction




4.7 Depository Services

ACPA utilizes ACH services for Florida Retirement System (FRS), Direct Deposit Payroll and 941

deposits. Checks are issued for accounts payables. Vendor payments and payroll files are processed

Bi-monthly on the 15th

and the last day of the month.

The ACPA desires to utilize a DDA main Depository account with positive pay to clear accounts

payable checks, and direct deposit payroll.

Each response to the following questions or statements should include a statement that the service

can or cannot be provided and how the service will be performed. Additional information as to

the bank’s experience and expertise and alternative solutions are welcomed. Where no response

is made, the ACPA will presume the bank cannot provide the service.

4.7.1 Describe the deposit service options available to the ACPA.

a. any processing applications outsourced to a third party? If so, identify the vendor(s) and describe

the applications.

4.7.2 What is the cut-off time (EST) to ensure same day ledger credit?

a. Describe any differences for cash, versus checks, drafts, etc.

b. Discuss remedies when the bank fails to provide same day ledger credit due to bank system

malfunctions.

4.7.3 Discuss the bank’s policy on deposit adjustments.

a. Does the bank identify and adjust all deposit discrepancies to the penny?

b. Is the deposit amount adjusted or is a debit or credit memo processed?

c. What is the bank’s procedure for reporting deposit adjustments?

d. When counterfeit bills are discovered, what are the bank’s notification and adjustment

procedures? 4.7.4 The ACPA currently uses two-part unnumbered deposit slips with the bank and account numbers.

Describe how the bank’s processing system accommodates the serial coding of numbered deposit

slips.

a. Describe the process of ordering the deposit tickets through a central location, and safeguards to

prohibit other agencies from ordering deposit slips directly from the bank.

b. Will the bank charge the ACPA for encoded deposit slips? If so, please clearly identify this cost

in the cost proposal section of your response.

c. Does the bank accept deposit tickets from third party printers? If so, list any limitations, attach

specifications and describe testing procedures.




4.7.5 Describe the bank’s returned items process.

a. Can returned deposited items be automatically re-deposited? If so, how many times?

b. Discuss the bank’s ability to redeposit these items as ACH transactions if they qualify under

NACHA (Electronic Payments Association Rules).

c. Discuss the bank’s ability to provide images of returned items through online systems.

d. Provide the bank’s return item and re-clear processing instructions. List any non-standard options

that are available and provide an example of a return item reflecting all the information available

to the ACPA.

4.8 Main depository Account with Positive Pay

The ACPA wishes to utilize a Main Depository account with positive pay to clear accounts payable

checks, and ACH payroll. The Office of the ACPA payroll and Accounting Department will deliver the

check issues file to our bank for positive pay purposes.

4.8.1 Discuss the benefits of utilizing the bank’s Positive Pay services.

a. What are the average daily total dollar and total items presented to the bank’s Positive Pay

process?

4.8.2 Notwithstanding the occasional unavoidable delays, discuss the bank’s ability to provide the

ACPA with final presentment information by 6:30 A.M. Eastern Standard Time?

a. What are the presentment times for each day’s presentment totals?

b. What percentage of items/dollars is in each presentment?

4.8.3 Describe the bank’s policies and procedures for positive pay and ACH blocker/filter.

a. What methods are available for communication of manual issues or deletes (i.e., fax, telephone,

balance reporting system, or other method)?

b. How are ‘PNI, paid - no issue’ reports delivered? Is this report integrated with the bank’s

reporting system?

c. Discuss the bank’s daily services to compare checks paid against a check issue file and provide

the ACPA with a daily notification of all PNI (Paid Not Issued) checks.

d. What is the bank’s delivery deadline for notifying the ACPA of PNI checks?

e. Are the PNI checks automatically added to the paid file for account reconciliation purposes?

f. What is the ACPA’s deadline for the transmission of check issuance files to the bank?

g. How and when is the ACPA notified of exceptions?

h. What is the Bank’s deadline for the pay/no pay decisions?

i. In the event that the bank does not receive the customer’s pay decision response by the stated

deadline, what is the default disposition? Can the ACPA determine if the default is to pay or not

pay?

j. How is the ACPA notified and credited for items selected to be returned?




4.8.4 What are the bank’s positive pay performance metrics?

a. Discuss the banks performance in meeting customer prescribed presentment deadlines in the

last twelve months. Provide statistical information.

4.8.6 Reporting and Online Banking Services

The ACPA desires to use an internet based banking application to access current and prior day

reports and transactions, manage positive pay transactions and exceptions, and initiate wire and

ACH payments.

4.8.7 Please discuss the bank’s internet based systems.

a. Describe how the bank’s detailed account reporting system will provide beginning and ending

ledger (book) balances, collected balances, available balances, float assignment, and current day

reporting. Describe any other information that can be reported. Provide sample online

statements.

b. Describe the bank’s online reporting system capabilities, including the ability to provide

detailed information on deposits, paid items, outstanding items, stop items, paid – no issue,

stop-no issue, returned items, pending return items, deposit corrections, miscellaneous

debit/credit adjustments.

c. Discuss any special software and hardware requirements.

d. Discuss what current and prior day reports are available online? Provide samples of bank

standard online reports.

e. Discuss ad-hoc reporting capabilities.

f. Can reports be downloaded to personal computers? If so in what format(s)?

g. How many days is data accessible online before it drops off the system? Can previous day

reports be generated for every day, or a range of days, in the current month? Describe any

permanent archiving of this information provided by the bank.

h. Describe the bank’s online imaging capabilities. In what format are the imaged documents

maintained? How long are images accessible online? Provide a listing of documents imaged by

the bank’s system.

i. Can individual users be restricted to accessing information only on certain accounts or

transaction types?

j. Can the ACPA assign administrators to manage users? If so, describe this procedure.

k. What time (EST) each day is the information available for prior day transactions?

l. When are current day transactions available and how often is the intraday information updated?

m. Not considering scheduled maintenance, what percentage of the time was the system available

during the prior twelve months? What was the longest consecutive period of time, in hours,

where the system was unavailable?

n. Discuss the security features and describe the bank’s security procedures for its information

reporting system – both for access and information protection.




4.8.8 How soon after the cut-off date are bank statements and reconciliation information available? Can

the ACPA determine if statements are to be provided in paper or electronic format, or both?

4.8.9 Describe the bank’s procedures for both full and partial account reconcilement. Provide sample

reports. Discuss reconcilement features the bank has that would distinguish it from other banks.

4.9 Process Improvements

4.9.1 Are there services that the ACPA currently uses which could be accomplished by another mode or

method of service? Please be specific in your recommendations.

4.10 Servicing

4.10.1 Provide a sample account analysis statement for the proposed fees.

a. How soon after month end will the account analysis statement be available to the ACPA for

review?

b. Does the bank offer downloadable Account Analysis statements that can be imported into a

local database or Excel?

c. Will AFP (Association for Financial Professionals) Service Codes be identified on the

Account Analysis statements?

d. Are the Account Analysis statements available electronically, in what format?

4.10.2 Describe the procedures used to make any adjustments to Account Analysis statements.

a. How long it will take for the bank to correct any billing errors on Account Analysis?

b. How long does it take for the adjustments to take effect?

c. How are adjustments handled if the analysis period has already cut off?

d. How is the ACPA notified of Account Analysis adjustments?

e. Are new “revised” Account Analysis statements processed and delivered to the ACPA?

4.10.3 Will the ACPA’s bank relationship manager review the monthly Account Analysis statement

prior to delivery to the ACPA to ensure the ACPA’s contract pricing, services and adjustments

are in place?

5. COMPANY BACKGROUND AND REFERENCES

5.1 Primary bank information

5.1.1 Provide a copy of the bank’s statement of ethics and code of conduct.

5.1.2 Discuss your policies as an Equal Opportunity Employer and Equal Opportunity Lender.




5.1.3 Provide your short- and long-term ratings from the following nationally recognized statistical

rating organizations:

Moody’s

Fitch

Standard & Poor’s

Kroll (formerly LACE)

Banks must provide a company profile. Information provided shall include:

5.1.4 Annual Report. Provide a copy of the bank’s most recent annual report.

5.1.5 Audit. Discuss substantive operating issues raised by recent audits, particularly regarding

those services described in this RFP.

5.1.6 Regulatory Reports. Provide a copy of the bank’s Statement on Auditing Standards Number

70 (SAS 70) and SEC 10-Q and discuss any issues raised from these documents during the

most recent audit.

5.1.7 Company ownership. If incorporated or organized as a business entity, the state in which the

company is incorporated or organized, and the date of incorporation or organization.

An out-of-state bank must become duly qualified to do business in the State of Florida as a

foreign corporation before a contract can be executed.

5.1.8 Disclosure of any alleged significant prior or ongoing contract failures, contract breaches,

any civil or criminal litigation or investigation pending which involves the bank or in which

the bank has been judged guilty or liable.

5.1.9 Discuss any ownership changes over the past five (5) years and any pending or proposed

changes if this is legally appropriate to provide.

5.1.10 Comment on personnel turnover within the bank over the past three (3) years in the area of

government services. Differentiate between those leaving the bank and those transferring

to other departments within the bank.

5.1.11 The name, mailing address, e-mail address and telephone number of the Bank’s primary

point of contact for a contract resulting from this RFP.

5.1.12 Company background/history. Discuss the bank’s knowledge of applicable State of Florida

Statutes and ability to comply, as appropriate.




5.1.13 Describe the length of time the bank has been providing services described in this RFP to

the public and/or private sector. Provide a description of those services, including the

number of public agency clients and amount of public funds on deposit.

5.1.14 Has the bank ever been engaged under contract by any Alachua County agency?

[ ] Yes [ ] No If “Yes,” specify when, for what duties, and for which agency.

5.1.15 Is the bank, or any of its employees, employed by the ACPA, any of its political

subdivisions or by any other government?

[ ] Yes [ ] No If “Yes”, is that employee planning to render services while on annual leave,

compensatory time, sick leave or on his own time?

5.2 Performance 5.2.1 The ACPA seeks to identify key measures of the bank’s financial strength and profitability.

1. Please provide the following measures of the bank’s financial strength and profitability as of

December 31, 2012, June 30, 2012, and June 30, 2013:

a. Return on Assets

b. Return on Equity

c. Net Interest Margin

2. Please provide the following measures of the bank’s asset quality as of June 30, 2010, June 30,

2011, and June 30, 2012:

a. Ratio of nonperforming assets to total assets

b. Ratio of nonperforming assets to total equity and reserves

c. Ratio of reserves for loan losses to nonperforming assets

d. Ratio of reserves for loan losses to total assets

3. Please provide the following measures of the bank’s capital adequacy as of June 30, 2011, June

30, 2012, and June 30, 2013:

a. Ratio of Tier 1 capital to risk-weighted assets

b. Ratio of total capital to risk-weighted assets

d. Discuss how the profitability of various lines of business within the bank are evaluated with

respect to services requested within this RFP.

5.3 References

Banks must provide a minimum of three (3) references from similar projects performed for private,

and/or large local government clients within the last three years.




Banks are required to submit Attachment C, Reference Form to the business references they list.

Each business reference must submit the Reference Questionnaire directly to the RFP Manager,

Bill Hendricks via email [email protected] .

It is the bank’s responsibility to ensure that the completed forms are received by the ACPA on or before

the proposal submission deadline for inclusion in the evaluation process. Business references that are

not received, or incomplete, may adversely affect the bank’s score in the evaluation process. The ACPA

may contact any or all business references for validation of information submitted.

5.3.1 Provide the names of the organizations used as business references.

5.4 Subcontractor information

5.4.1 Does this proposal include the use of subcontractors?

Yes ______ No ______ Unknown ______

If “Yes”, bank must:

5.4.2 Identify specific subcontractors and the specific requirements of this RFP for which each

proposed subcontractor will perform services

5.4.3 Provide the same information for any proposed subcontractors as requested in the Primary Bank

Information section

5.4.4 References as specified above must be provided for any proposed subcontractors.

5.4.5 The ACPA requires that the awarded bank provide proof of payment to any subcontractors used

for this project. Proposals shall include a plan by which the ACPA will be notified of such

payments.

5.4.6 Primary bank shall not allow any subcontractor to commence work until all insurance required of

the subcontractor is provided to the using agency.

5.4.7 Primary bank must notify the using agency of the intended use of any subcontractors not

identified within their response and receive agency approval prior to subcontractor commencing

work.





6. COST

Please answer the following questions in this Section as part of your Cost Proposal, which must

be submitted in a separate sealed envelope. Cost information must not be included with the

bank's Technical Proposal; please refer to the Submittal Instructions.

When responding to the following questions, please note the following:

The ACPA shall strive to maintain an average daily collected balance with the bank throughout the

service period sufficient to compensate the bank for services provided. The level of compensating

balance shall be based upon the volume of services provided, agreed-upon prices, ECR, and

required reserves. Balances will be reviewed monthly and adjusted as need to approximate the level

of service activity. The ACPA may also choose to pay partially on a fee-for-service basis if the

compensating balance required exceeds the ACPA’s preferred liquidity.

All prices included in the proposal are effective for the entire term of the contract, including

available renewal period, unless otherwise specified. The Bank may adjust for changes in pass-

through charges (e.g., FDIC charges), after submitting documentation verifying such rates when

requesting adjustment.

6.1 Conversion/Transition Costs

Describe all costs associated with the conversion of banking services to a new service provider. Clearly

indicate any and all costs to be absorbed by the bank and those which will be borne by the ACPA.

6.2 Pricing

6.2.1 The ACPA currently has one (1) bank account, the main depository account. For this account the

ACPA would receive individual account analysis statements and a consolidated statement from

which payments will be based.

6.2.2 In the event that any other bank customer having comparable deposits and transaction volumes

negotiates a lower fee structure for these requested services or similar services, the ACPA shall

be notified immediately and receive the lower negotiated rate. Should the bank fail to provide the

ACPA the lower negotiated rate within ninety (90) days, the bank shall be required to reimburse

the ACPA the difference between the amount the ACPA was charged under its original

agreement and the amount the ACPA would have been charged under the lower negotiated rate.

6.2.3 The ACPA expects the bank awarded this contract(s) to waive any fee that may be charged to

individuals cashing ACPA-issued checks at a bank that does not have a banking relationship with

your bank. Indicate if the bank will be able to comply with this request.




6.2.4 The bank should submit its pricing in the pro-forma format provided using AFP Service Codes. If

prices are tiered based on volume, all pricing tiers must be provided. If discounts will be offered,

if the bank is awarded more than one contract under this RFP, clearly disclose these revised rates.

6.2.5 Discuss any proposed fees for services identified in this RFP that are not listed in Exhibit A.

a. Provide a complete description of any other fees which may apply to this RFP.

b. All fees listed as “optional” will not be considered in the price evaluation and comparison or

required specifications of this RFP.

c. Optional fees are associated with services which exceed the required services as enhancements

to the bank’s response.

6.3 Availability As indicated previously in this RFP, the ACPA must receive at least 1-day availability on all deposits.

However, bidders may provide a fractional availability less 1 day (e.g., 0.75). Please indicate if your

bid provides availability on deposits of less than 1 day. NOTE: Availability greater than 1 day is not

acceptable.

6.4 Earnings Credit Rate The earnings credit rate (ECR) developed will be applied monthly against the daily net collected

balances of the accounts to determine the value of bank services earned that month with compensating

balances. The ACPA shall compensate the bank for services through compensating balances on a

monthly basis with excess earnings credits or debits carried forward and settled on an annual basis at

the end of the ACPA’s fiscal year which begins October 1st of each year.

In the event that the ACPA determines to not pay the fees with compensating balances, fees for all

services provided must be billed monthly and a monthly account analysis statement shall be provided to

the ACPA for bank services. The ACPA may pay its settlement invoice using check, wire transfer, or

ACH credit.

Indicate whether you are providing any upfront credits to the ACPA as offsets against fees.

6.4.1 What is your proposed ECR? Provide the formula for the ECR, including the index the ECR will

be linked to and the proposed spread to the index. Is there a minimum (floor) which this rate will

be set?

6.4.2 How often will the ECR be recalculated for the ACPA’s account?




7 SUBMITTAL INSTRUCTIONS The Office of the ACPA will accept questions and/or comments in writing, received either by mail,

facsimile or e-mail regarding this RFP as follows:

Questions must reference the identifying RFP question number and be, e-mailed, to the following:

[email protected]

Office of the Alachua County Property Appraiser

Attn: Bill Hendricks, RFP Manager Banking RFP

12 S.E. 1st Street, Suite 213

Gainesville, FL 32601-6886

Fax: 904-374-5278 E-mail: [email protected]

The deadline for submitting questions is August 23rd , 2013 at 3:00 P.M., Eastern Standard Time. All

questions and/or comments will be addressed in writing and responses mailed, faxed or e-mailed to

prospective banks on or about September 6th, 2013. Please provide company name, address, phone

number, fax number, e-mail address and contact person when submitting questions.

7.1 RFP Timeline TASK DATE/TIME

Deadline for submitting questions August 23th 2013 @ 3:00 PM EST

Answers to all questions submitted September 6th 2013 @ 3:00 PM EST

Deadline for submission and opening of proposals September 27th, 2013 @ 3:00 PM EST

Evaluation period October 25th, 2013 @ 5:00 PM EST

Oral Presentations from selected banks To Be Determined – If needed

Selection of bank January 8th, 2014

NOTE: These dates represent a tentative schedule of events. The ACPA reserves the right to

modify these dates at any time, with appropriate notice to prospective banks.

7.2 Banks shall submit by email, one (1) proposal in PDF format to [email protected], and

mail one original proposal marked “MASTER” to:







Office of the Alachua County Property Appraiser

Attn: Bill Hendricks, RFP Manager – Banking RFP

12 S.E. 1st Street suite 213

Gainesville, FL 32601-6886 Proposals shall be clearly labeled in a sealed envelope or box as follows:

REQUEST FOR PROPOSAL ACPA Banking RFP

PROPOSAL OPENING DATE: September 27th, 2013 FOR: General Banking Services

7.3 Proposals must be received at the above-referenced address no later than September 27th, 2013

@ 3:00 P.M. Eastern Standard Time. Proposals that do not arrive by proposal opening time and

date WILL NOT BE ACCEPTED. Banks may submit their proposal any time prior to the above

stated deadline.

7.4 The ACPA will not be held responsible for proposal envelopes mishandled as a result of the envelope

not being properly prepared. Facsimile, or telephone proposals will NOT be considered; however, at

the ACPA’s discretion, proposals may be submitted all or in part on electronic media, as requested

within the RFP document. Proposals may be modified by facsimile, e-mail or written notice provided

such notice is received prior to the opening of the proposals.

7.5 Although it is a public opening, only the names of the banks submitting proposals will be announced.

Technical and cost details about proposals submitted will not be disclosed. Assistance for

handicapped, blind or hearing-impaired persons who wish to attend the RFP opening is available. If

special arrangements are necessary, please notify the RFP Manager, Bill Hendricks via email at

[email protected], as soon as possible and at least two days in advance of the opening.

7.6 If discrepancies are found between two or more copies of the proposal, the master copy will provide

the basis for resolving such discrepancies. If one copy of the proposal is not clearly marked

“MASTER,” the ACPA may reject the proposal. However, the ACPA may at its sole option, select

one copy to be used as the master.

7.7 For ease of evaluation, the proposal should be presented in a format that corresponds to and

references sections outlined within this RFP and should be presented in the same order. Responses to

each section and subsection should be labeled so as to indicate which item is being addressed.

Exceptions to this will be considered during the evaluation process.

7.8 If complete responses cannot be provided without referencing supporting documentation, such

documentation must be provided with the proposal and specific references made to the tab, page,

section and/or paragraph where the supplemental information can be found.





7.9 Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of

capabilities to satisfy the requirements of this RFP. Expensive bindings, colored displays,

promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on

conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness

and clarity of content.

7.10 Descriptions on how any and all equipment and/or services will be used to meet the requirements of

this RFP shall be given, in detail, along with any additional information documents that are

appropriately marked.

7.11 The proposal must be signed by the individual(s) legally authorized to bind the bank.

7.12 For ease of responding to the RFP, banks are encouraged, but not required, to request an electronic

copy of the RFP. Downloadable Electronic copies are available on the Office of the ACPA website

in the following formats: MS Word via e-mail, or in PDF format at http://www.acpafl.org/BankingRFP.html. When requesting an RFP via e-mail, banks should

contact the RFP Manager for assistance.

7.13 Banks utilizing an electronic copy of the RFP in order to prepare their proposals should place their

written response in an easily distinguishable font immediately following the applicable question.

7.14 For purposes of addressing questions concerning this RFP, the sole contact will be Bill Hendricks

Upon issuance of this RFP, other employees and representatives of the agencies identified in the

RFP will not answer questions or otherwise discuss the contents of this RFP with any prospective

banks or their representatives. Failure to observe this restriction may result in disqualification of

any subsequent proposal. This restriction does not preclude discussions between affected parties for

the purpose of conducting business unrelated to this procurement.

7.15 Banks who believe proposal requirements or specifications are unnecessarily restrictive or limit

competition may submit a request for administrative review, in writing, to the ACPA RFP Manager.

To be considered, a request for review must be received no later than the deadline for submission of

questions.

The Office of the ACPA shall promptly respond via email at [email protected] in PDF

Format to each written review request, and where appropriate, issue all revisions, substitutions or

clarifications through a written amendment to the RFP.

Administrative review of technical or contractual requirements shall include the reason for the request,

supported by factual information, and any proposed changes to the requirements.

7.16 If a bank changes any material RFP language, bank’s response may be deemed non-responsive.

http://www.acpafl.org/BankingRFP.html





7.17 Banks are cautioned that some services may contain licensing requirement(s). Banks shall be

proactive in verification of these requirements prior to proposal submittal. Proposals, which do not

contain the requisite licensure, may be deemed non-responsive. However, this does not negate any

applicable Florida Revised Statute requirements.

7.18 Proposals shall be submitted in two (2) distinct parts - the narrative/technical proposal and the

cost proposal. THE NARRATIVE/TECHNICAL PROPOSAL MUST NOT INCLUDE COST

AND PRICING INFORMATION. While Technical and Cost proposals may be shipped together

(i.e., in the same box/envelope), each proposal, inclusive of the master and requisite number of

copies, must be bound or packaged separately.

8. PROPOSAL EVALUATION AND AWARD PROCESS

8.1 Proposals shall be consistently evaluated and scored in accordance with Florida Statutes based upon

the following criteria listed in descending order of precedence:

Reasonableness of cost;

Demonstrated competence and experience in performance of comparable engagements;

Expertise and availability of key personnel;

Innovative cost effective solutions.

Note: Financial stability will be scored on a pass/fail basis.

Proposals shall be kept confidential until a contract is awarded.

8.2 The evaluation committee may also contact the references provided in response to the Section

identified as Company Background and References; contact any bank to clarify any response; contact

any current users of a bank’s services; solicit information from any available source concerning any

aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation

process. The evaluation committee shall not be obligated to accept the lowest priced proposal, but shall

make an award in the best interests of the ACPA.

8.3 Each bank must include in its proposal a complete disclosure of any alleged significant prior or

ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending

which involves the bank or in which the bank has been judged guilty or liable. Failure to comply with

the terms of this provision may disqualify any proposal. The ACPA reserves the right to reject any

proposal based upon the bank’s prior history with the ACPA or with any other party, which documents,

without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant

failure(s) to meet contract milestones or other contractual failures.




8.4 Clarification discussions may, at the ACPA’s sole option, be conducted with banks who submit

proposals determined to be acceptable and competitive per Florida Statutes, and county regulations.

Banks shall be accorded fair and equal treatment with respect to any opportunity for discussion and/or

written revisions of proposals. Such revisions may be permitted after submissions and prior to award

for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure

of any information derived from proposals submitted by competing banks.

8.5 A Notification of Intent to Award shall be issued in accordance with Florida Statutes and county

regulations. Any award is contingent upon the successful negotiation of final contract terms and upon

approval of the Property Appraiser, when required. Negotiations shall be confidential and not subject to

disclosure to competing banks unless and until an agreement is reached. If contract negotiations cannot

be concluded successfully, the ACPA upon written notice to all banks may negotiate a contract with the

next highest scoring bank or withdraw the RFP.

8.6 Any contract resulting from this RFP shall not be effective unless and until approved by the

Alachua County Property Appraiser.

9. TERMS, CONDITIONS AND EXCEPTIONS

9.1 Performance of banks will be rated semi-annually following contract award and then annually for

the term of the contact by ACPA in six categories:

customer service;

timeliness;

quality;

technology;

flexibility; and

pricing

9.2 This procurement is being conducted in accordance with Florida Law.

9.3 The ACPA reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw

this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the

ACPA to do so.

9.4 The ACPA reserves the right to waive informalities and minor irregularities in proposals received.

9.5 The ACPA reserves the right to reject any or all proposals received prior to contract award.

9.6 The ACPA shall not be obligated to accept the lowest priced proposal, but will make an award in

the best interests of the ACPA after all factors have been evaluated.




9.7 Any irregularities or lack of clarity in the RFP should be brought to the ACPA’s designee’s

attention as soon as possible so that corrective addenda may be furnished to prospective banks.

9.8 Proposals must include any and all proposed terms and conditions, including, without limitation,

written warranties, maintenance/service agreements, license agreements, lease purchase agreements and

the bank’s standard contract language. The omission of these documents renders a proposal non-

responsive.

9.9 Alterations, modifications or variations to a proposal may not be considered unless authorized by

the RFP or by addendum or amendment.

9.10 Proposals which appear unrealistic in the terms of technical commitments, lack of technical

competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be

rejected.

9.11 Proposals may be withdrawn by written or facsimile notice received prior to the proposal opening

time. Withdrawals received after the proposal opening time will not be considered except as authorized

by Florida Statutes.

9.12 The price and amount of this proposal must have been arrived at independently and without

consultation, communication, agreement or disclosure with or to any other contractor, bank or

prospective bank. Collaboration among competing banks about potential proposals submitted pursuant

to this RFP is prohibited and may disqualify the bank.

9.13 No attempt may be made at any time to induce any firm or person to refrain from submitting a

proposal or to submit any intentionally high or noncompetitive proposal. All proposals must be made in

good faith and without collusion.

9.14 Prices offered by banks in their proposals are an irrevocable offer for the term of the contract and

any contract extensions. The awarded bank agrees to provide the purchased services at the costs, rates,

and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be

payable to the awarded bank for implementation of their proposal.

9.15 The ACPA is not liable for any costs incurred by banks prior to entering into a formal contract.

Costs of developing the proposals or any other such expenses incurred by the bank in responding to the

RFP, are entirely the responsibility of the bank, and shall not be reimbursed in any manner by the

ACPA.

9.16 All proposals submitted become the property of the ACPA and will be returned only at the

ACPA’s option and at the bank’s request and expense. The master copy of each proposal shall be

retained for official files and will become public record after the award of a contract. Only specific

parts of the proposal may be labeled a “trade secret”, provided that the bank agrees to defend and

indemnify the ACPA for honoring such a designation. The failure to so label any information that is




released by the ACPA shall constitute a complete waiver of any and all claims for damages caused by

any release of the information.

9.17 A proposal submitted in response to this RFP must identify any subcontractors, and outline the

contractual relationship between the awarded bank and each subcontractor. An official of each

proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP,

a statement to the effect that the subcontractor has read and will agree to abide by the awarded bank’s

obligations.

9.18 The awarded bank will be the sole point of contract responsibility. The ACPA will look solely to

the awarded bank for the performance of all contractual obligations which may result from an award

based on this RFP, and the awarded bank shall not be relieved for the non-performance of any or all

subcontractors.

9.19 The awarded bank must maintain, for the duration of its contract, insurance coverage’s as required

by the FDIC. Failure to maintain any required insurance coverage will be deemed a breach of contract.

9.20 Each bank must disclose any existing or potential conflict of interest relative to the performance of

the contractual services resulting from this RFP. Any such relationship that might be perceived or

represented as a conflict should be disclosed. By submitting a proposal in response to this RFP, banks

affirm that they have not given, nor intend to give at any time hereafter, any economic opportunity,

future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant or any

employee or representative of same, in connection with this procurement. Any attempt to intentionally

or unintentionally conceal or obfuscate a conflict of interest will automatically result in the

disqualification of a bank’s proposal. An award will not be made where a conflict of interest exists. The

ACPA will determine whether a conflict of interest exists and whether it may reflect negatively on the

ACPA’s selection of a bank. The ACPA reserves the right to disqualify any bank on the grounds of

actual or apparent conflict of interest.

9.21 The ACPA will not be liable for Federal, State, or local excise taxes.

9.22 Execution of this RFP shall constitute an agreement to all terms and conditions specified in the

RFP.

9.23 The ACPA reserves the right to negotiate final contract terms with any bank selected. The contract

between the parties will consist of the RFP together with any modifications thereto, and the awarded

bank’s proposal, together with any modifications and clarifications thereto that are submitted at the

request of the ACPA during the evaluation and negotiation process. In the event of any conflict or

contradiction between or among these documents, the documents shall control in the following order of

precedence: the final executed contract, the RFP, any modifications and clarifications to the awarded

bank’s proposal, and the awarded bank’s proposal. Specific exceptions to this general rule may be

noted in the final executed contract.




9.24 Bank understands and acknowledges that the representations above are material and important,

and will be relied on by the ACPA in evaluation of the proposal. Any bank misrepresentation shall be

treated as fraudulent concealment from the ACPA of the true facts relating to the proposal.

9.25 No announcement concerning the award of a contract as a result of this RFP can be made without

the prior written approval of the ACPA.

9.26 The ACPA will not render any type of legal opinion regarding this transaction.

9.27 Any unsuccessful bank may file an appeal in strict compliance with Florida Statutes and the

Florida Administrative Code.

10. SUBMISSION CHECKLIST This checklist is provided for bank’s convenience only and identifies documents that must be submitted

with each package in order to be considered responsive. Any proposals received without these requisite

documents may be deemed non-responsive and not considered for contract award.

Proposals shall be submitted in two (2) distinct parts - the narrative/technical proposal and the cost

proposal. THE NARRATIVE/TECHNICAL PROPOSAL MUST NOT INCLUDE COST AND

PRICING INFORMATION. While Technical and Cost proposals may be shipped together (i.e., in the

same box/envelope), each proposal, inclusive of the master and requisite number of copies, must be

bound or packaged separately.

Documents to be submitted with proposal: Completed 1. Requested one (1) copy in PDF Format by email and one (1) copy of technical proposals packaged

separately __________

2. Requested two (2) copies of cost proposals packaged separately __________

3. Page 2 of the RFP completed and signed __________

4. Page 10 of the RFP signed confirming bank meets minimum qualifications __________

5. Availability schedule(s) attached. __________

6. Soft copy of cost Performa provided. __________

7. Primary Bank Attachment A signed with confidentiality and exceptions noted _________

8. Subcontractor Attachment A signed with confidentiality and exceptions noted __________

9. Primary Bank Information provided __________

10. Subcontractor Information provided (if applicable) __________

11. Reference forms sent out for Primary Bank __________

12. Reference forms sent out for Subcontractors (if applicable) __________

13. Verification of licensure for Primary Bank (if applicable) __________

14. Verification of licensure for Subcontractors (if applicable) __________

15. Certificate of Insurance __________

16. (Other)__________________________________________________ __________

Bank’s Company Name: ______________________________________




Attachment A

CERTIFICATION OF INDEMNIFICATION AND COMPLIANCE WITH

TERMS AND CONDITIONS OF RFP PRIMARY VENDOR

Submitted proposals are confidential until the contract is awarded; following contract award, in

accordance with Florida Statutes, only specific parts of the proposal may be labeled a “trade secret”. In

the event a governing board acts as the final authority, there may be public discussion regarding the

submitted proposals that will be in an open meeting format, the proposals will remain confidential.

This proposal contains proprietary information. Yes__________ No___________

By signing below, I understand it is my responsibility as the vendor to act in protection of the labeled

information and agree to defend and indemnify the ACPA for honoring such designation. I duly realize

failure to so act will constitute a complete waiver and all submitted information will become public

information; additionally, failure to label any information that is released by the ACPA shall constitute

a complete waiver of any and all claims for damages caused by the release of the information.

I have read, understand and agree to comply with the terms and conditions specified in this Request for

Proposal. Checking “YES” indicates acceptance, while checking “NO” denotes non-acceptance and

should be detailed below. Any exceptions MUST be documented.

YES _______ NO _______ SIGNATURE ____________________________________

Primary Vendor

EXCEPTIONS: Attach additional sheets if necessary. Please use this format.

EXCEPTIONS: Attach additional sheets if necessary. Please use this format.

EXCEPTION SUMMARY FORM

RFP SECTION

NUMBER

RFP PAGE NUMBER PROPRIETARY INFORMATION AND/OR EXCEPTION (PROVIDE

A DETAILED EXPLANATION)




Attachment B

REFERENCE QUESTIONNAIRE

The ACPA, as a part of the RFP process, requires proposing banks to submit a minimum of three (3)

business references as required within this document. The purpose of these references is to document

the experience relevant to the scope of work and provide assistance in the evaluation process.

The proposing bank is required to send the following Reference Questionnaire to their selected

business references. The business reference, in turn, is requested to submit the Reference

Questionnaire directly to the Office of the Alachua County Property Appraiser, Attention Bill

Hendricks, RFP Manager, Banking RFP by September 27th 2013@ 3:00 PM EST, for inclusion in

the evaluation process. The Reference Questionnaire and information provided will become a

part of the submitted proposal. The business reference may be contacted for validation of the

response.

ACPA Banking RFP REFERENCE QUESTIONNAIRE

FOR: (Name of company requesting reference) This form is being submitted to _____________________ Company for completion as a business

reference for the company listed above. This form is to be returned to the Alachua County Property

Appraiser, Office of the Property Appraiser, via facsimile at 352-374-5278 or e-mail to

[email protected] , no later than September 27th , 2013 @3:00 PM EST, and must not be

returned to the company requesting the reference.

For questions or concerns regarding this form, please email RFP Manager, Bill Hendricks, Office of the

Alachua County Property Appraiser’s designee by e-mail mail at [email protected]. When

contacting, please be sure to include the Request for Proposal name listed at the top of this page.

CONFIDENTIAL INFORMATION WHEN COMPLETED Company providing reference

Contact name and title

Contact telephone number and fax number

Contact e-mail address

Project dates (starting and ending)

Project description

Staff assigned to reference engagement that will be designated for work per this RFP

Technical environment; (i.e., software applications, internet capabilities, data

communications, network, hardware)






Exhibit A – Banking Services Charges

BANK SUBMITTING PROPOSAL

*Pricing required, volume not applicable – Any and all anticipated service charges must be shown on this form to be applicable under the agreement. Add additional lines as required

Pro-forma Pricing Matrix

Service Unit Unit Charge Cost of Service

Account Maintenance Per Month

Daily Balance Reporting Per Month

Depository Account

Master Account Per Month

Deposited Checks Per Item

Subsidiary Accounts Per Month

Credits Posted Per Transaction

Debits Posted Per Transaction

Encoding Charge Per Transaction

Cash Deposits Per Transaction

ACH Processing Per Transaction

Origination of File Per Tape

ACH Deletions Per Transaction

ACH Entries Per Transaction

Returned Checks Per Transaction

Positive Pay Per Month



Reconciliation Per month

Service Unit Unit Charge Cost of Service

Sort List tape Per Transaction

Sort and List Per Transaction

Items Deposited

Deposits Per Transaction Per Transaction

Commercial Deposits Per Transaction

Electronic Deposits Per Transaction

Stop Payments Per Transaction

Wire Transfers

Incoming Per Transaction

Outgoing Per Transaction

Book Debit S/T - Electronic Per Item

Book Credit Per Item

ACH Originated Per Item

ACH Received Per Item

ACH Payments Online Batch

Release

Per Item

Internet ACH One Day item Per Item

Internet ACH Two Day item Per Item

Internet ACH Base fee Per Item

Wire Monthly Base Per Item

Book Transfer Per item



Special Handling

Online Reporting Client Maintenance Fee – Basic Banking

Per Month

Maintenance Fee Per Month

Online Reporting Maintenance

Fee – Additional Accounts

Per Month

User Module Fee Per Month

Online Viewing <90 days Per Month

Previous Day Reporting Per Item

Previous Day Dr/Cr Items Per item

Current Day Reporting Per Item

Maintenance Fee

Online Reporting Maintenance

Fee – Additional accounts

Per Month

User Module Fee Per Month

Online Viewing < 90 Days Per Month

Previous Day Reporting Per Item

Previous Day Dr/Cr Items Per Item

Current Day Reporting Per Item

Search Capability Per Account

Event or Alert Messaging

Service - Email

Per Account

Online Image Review

Maintenance

Per Item

Image Retrieval Per Item



Special Report Fee Per Item

Disbursement Services

DDA Checks Paid Per Item

DDA Statement with Image Per Item

DDA Statement (Paper) Per Item

Positive Pay With

Reconciliation Services

Positive Pay Monthly

Maintenance with Partial Recon

Per Account/Month

Positive Pay Monthly

Maintenance without Partial

Reconciliation

Per Account/Month

Positive Pay Items Without

Reconciliation

Positive Pay Exception - Image Per Item

Image Capture Per Item

Payee name Image Reviewed

Item

Per Item

Positive Pay Exceptions –

Checks Returned

Per Item

Positive Pay Exceptions Online Per Item

Issue Match (Payee) Per Item

ARP Register Input Online Per Item

ARP Partial Positive Pay Issue Per Item

Issue Input with Reconciliation Per Item

ARP Exceptions Per Item



ARP Manual Key Entry Per Item

ARP Online Statement Per Item

ARP Outgoing File Per Item

ARP Fax Fees Per Item

ARP Statement Monthly –

Automated

Monthly

ARP Aged Issue Records on File Per Item





PRICING OF BANKING SERVICES

A. Compensating Balances

Provide all formulas and a detailed explanation of the method used to calculate the balance

requirements necessary to compensate for the required services. Will the compensating

balance be based on ledger or collected balances? Will the excess or deficit earnings be

carried forward to future periods? Will the bank agree to a 12-month period for calculating

the compensating balances? Define all terms.

B. Direct Payment The individual costs and the total for the required services should be listed on the Pro-

forma Pricing Matrix. If not, please explain.

C. Combination Compensating Balances and Direct Payment

Please explain the bank’s method of calculating the net payments.

D. Other Describe any other method of payment that the bank would like to propose. Explain in

detail and include calculations.





INTEREST EARNINGS PROPOSAL

Interest bearing account proposal:

Average Interest Rate for the month of: ______________________

Account Main Depository Account Basis of Determining Rate*

(Percent of federal funds rate, percent of Prime, percent of T-Bill. Discount Rate, etc




REQUIRED BANKING SERVICES

1. The ACPA requires one (1) demand deposit accounts. This account is described in

Section 2 (page 5): Scope of Banking Services. Based on information furnished,

recommend alternatives if there may be additional benefit to the ACPA.

Explain how these accounts will be maintained, where they will be located, how the

ACPA will contact the bank for corrections of discrepancies, additional services, etc.

ACCOUNT MAINTENANCE SERVICES

2. The following account maintenance services are required services. For each item,

describe the bank’s procedures, the ACPA’s participation, and safeguards,

passwords, etc., that would be needed to initiate the service. Also include any

additional information that you want the ACPA to know. Include samples if it would

be beneficial.

A. ONLINE WIRE TRANSFERS

Describe the system that will be used for wire transfers and the backup methods to be

used in case of a computer failure.

B. ONLINE STOP PAYMENT

C. PRINTING

Deposit slips shall be printed with the ACPA’s name, address, and an identifier

number.

D. NON-SUFFICIENT FUNDS (NSF)

E. DAILY ONLINE REPORTS

Describe the bank’s method for providing bank balances and credit detail information

by 10:30 A.M. Eastern Standard Time. How will the ACPA access this information

in the event of a computer failure or other problem that prevents the ACPA from

obtaining the bank balances? Include a sample of a daily bank report.

F. MONTHLY STATEMENTS




G. ACCOUNT ANALYSIS STATEMENTS

H. CASH MANAGEMENT ACCOUNT

I. DEPOSIT SERVICES

J. PAYROLL DIRECT DEPOSIT

K. RESOURCE PERSONNEL

L. NEW ACCOUNT

M. CASHIER’S CHECKS

OTHER REQUIRED SERVICES

3. Support and various other services are required. Please respond to service delivery

requirements:

A. TRAINING/SYSTEMS SUPPORT

B. AUDIT

C. OVERDRAFT PROTECTION

Indicate the bank’s policy on daylight overdraft. What charges will be associated

with daylight overdrafts and what are the bank’s limitations?




ADDITIONAL INFORMATION

ENHANCEMENT SERVICES

Please provide information on any other product or service that could enhance the

ACPA’s operational or cash management programs.

REFERENCES

Please list at least two (2) municipal references that are currently serviced by your bank.

By providing this information, it is understood that the ACPA may contact any of

these account holders for references. The ACPA is especially looking for references in

Northern Florida.

Please list at least two (2) commercial references that are currently serviced by the

branch location that will service the ACPA’s account. By providing this information, it is

understood that the ACPA may contact any of these account holders for references.

Banking Services Request for Proposal - Alachua County Property

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Transcript of Banking Services Request for Proposal - Alachua County Property