Banking Services RFP - Reno-Tahoe International Airport

Reno-Tahoe Airport Authority Reno NV

Request for Proposal #12/13-08 Banking Services

Services to include the following: Banking Services

Trust/Paying Agent/Investment Custodian Services

Merchant Card Services

Procurement Card Services

Automated Teller Machine (ATM) Services

Reno-Tahoe Airport Authority

Banking Services RFP RFP #12/13-08

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RENO-TAHOE AIRPORT AUTHORITY

Request for Proposals (“RFP”) for Banking Services

RFP 12/13-08

The Reno-Tahoe Airport Authority (“RTAA” or “Authority”) Purchasing and Materials Management Division is currently accepting sealed proposals seeking the services of a qualified financial institution(s) to acquire a variety of banking services for the Authority. The scope of services requested includes the following “category of services”: (1) general banking services; (2) trust/paying agent/investment custodian services; (3) credit card processing/merchant services; (4) procurement card services; and (5) automated teller machine (ATM) services. This Request for Proposal is designed to allow prospective proposers the opportunity to submit proposals for all or only a portion of the services listed above. The submission requirements require each proposer to submit general information about your company along with specific information, including fee proposals, for each category of services you wish to offer a proposal. The contract term to be awarded under this RFP is a five (5) year term with two (2) two –year options. The options period shall be subject to review and adjustments, if both parties agree. Any proposed changes in the fee structure would be subject to a “most favored nations clause” that allows the Authority to obtain the same pricing as other comparable bank clients at the time of the contract extension. The contract will provide a provision that the agreement may be terminated by either party within 90 days with or without cause.

SECTION 1 – INTRODUCTION General Background Information Reno-Tahoe Airport Authority (formerly the Airport Authority of Washoe County, prior to a name change in 2005) is a quasi-municipal corporation that was created by the Nevada State Legislature and began operation on July 1, 1978. The act creating the RTAA provides that it will serve a public use and will facilitate safe and convenient air travel and transport to and from the Reno-Tahoe area. The RTAA is an independent entity that is not part of any other unit of local government and does not use local property or sales tax revenue to fund its operation. The RTAA owns and operates the Reno-Tahoe International Airport (RTIA) and Reno-Stead Airport (RTS). According to the latest available Federal Aviation Administration



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(FAA) statistics, RTIA is the 64th busiest airport in the nation. RTS is a general aviation facility of 5,000 acres that is home to approximately 200 based aircraft and the famous Reno National Championship Air Races. Together, these airports have a $2.0 billion annual economic impact on the local economy. The geographical area served by RTIA (the air trade area) primarily encompasses the seven Nevada counties of Churchill, Douglas, Humboldt, Lyon, Pershing, Storey, and Washoe, and the major cities of Reno, Sparks, and Carson City (the capital of the State of Nevada). The total air trade area for the Airport also includes the Lake Tahoe area and several communities in northeastern California. The nine-member Board of Trustees (the Board) that governs the RTAA is appointed by the City of Reno, City of Sparks, Washoe County and the Reno-Sparks Convention & Visitors Authority. Four members are appointed by the City of Reno, two by the City of Sparks, two by Washoe County, and a ninth board member is appointed by the Reno-Sparks Convention & Visitors Authority. The Board members’ terms are staggered to ensure the presence of experienced members. The Authority operates and does its financial reporting on a Fiscal Year (FY) basis that begins on July 1 of each year and ends on June 30 in the following year. For example, FY 2012 represents the period of July 1, 2011 to June 30, 2012. The Airport is a medium hub airport as defined by the FAA that served 3.56 million total passengers in FY 2012. RTIA passengers are currently served by the following air passenger carriers: American, American Eagle, Delta, Horizon, SkyWest, Southwest, United, and US Airways. Three major air cargo carriers, FedEx, United Parcel Service (UPS), and DHL also serve RTIA. General Financial Information The Comprehensive Annual Financial Report for the year’s ending June 30, 2010, 2011, and 2012 and the Annual Budget for FY 2013 are available on the Authority’s website at www.renoairport.com. Both the Annual Financial Reports and the Annual Budget have been awarded certificate of achievements by the Government Finance Officers Association of the United States. The Authority has an “A” credit rating from Fitch Ratings, a national recognized credit rating agency, with an outlook of “stable”. This rating was confirmed on February 27, 2012. This is a very positive achievement considering the challenging economic environment. The factors listed by Fitch in support of this decision included the following:

Low Historical Cost Profile and Stable Framework: The airport's cost per enplaned passenger (CPE) remains low relative to peers at $5.45 for FY 2010-11 with an increase to the $7.00 range for FY 2011-12. Reno-Tahoe Airport Authority (RTAA) has a new use and lease agreement that provides the airport with a larger cost recovery base, providing more cushion to volume declines.



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Stable Debt Structure: All of RTAA's senior lien debt is fixed rate with debt service payments dropping substantially from $6.9 million in FY 2010-11 to approximately $2.5 million in FY 2011-12 and remains relatively flat through maturity in 2026.

Senior lien debt represents borrowing that has a priority claim on Authority revenues after payment of operating expenses.

Low Leverage and Strong Liquidity: In FY 2010-11, the airport's senior lien debt

service coverage ratio increased to 1.66 from 1.36 in FY 2009-10. Debt service coverage ratio is net revenues, excluding depreciation and other non-cash expenditures, divided by principal and interest requirements for the fiscal year. The airport also maintains healthy liquidity with $41.3 million in unrestricted cash, equivalent to 451 days cash on hand, as well as $40.1 million in restricted cash.

Days cash on hand represents the level of cash and investments available to fund daily operating expenses without incoming revenues.

Moderate Infrastructure Plan: The two-year capital improvement plan (CIP) is

modest at $55 million and will be largely funded through the Series 2011 subordinate notes and passenger facility charge (PFC) monies, as well as minimal local proceeds.

The Authority’s day-to-day operating and maintenance expenses are funded almost exclusively from revenues generated through cost recovery from the airlines, rents and concession fees paid by airport tenants, and the Authority operation of public parking facilities. Federal grants and passenger facility charges are designated to fund capital improvement projects that meet certain FAA criteria. No local tax dollars are used to meet the Authority’s obligations. The Authority is “on its own” to ensure financial stability. Despite the volatility of the last decade, it has been a priority of the airport to ensure financial stability, maintain a solid credit rating and to position the Authority with the flexibility to strategically respond to challenges and opportunities. Local Economy Overview The local economy in the Reno, Sparks, and Lake Tahoe region has a significant impact on air service demand in this market. During the past year, local governments and businesses have taken proactive steps to improve the region’s economic growth and invest in the long-term future. Employment within the Reno – Sparks Metropolitan Statistical Area (“MSA”) economy, comprised of Washoe and Storey Counties, largely mirrors the nation overall. The services



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producing category accounts, as compared to goods producing, are 89.8% of total nonfarm payrolls as compared to 86.2% nationally. The largest major source of employment is the trade, transportation and utilities sector that represents 22.4% of the MSA’s total employment compared to the national average of 19.0%. The metro area of Reno/Sparks’ strategic location and the available infrastructure, which includes a major transcontinental rail line (Union Pacific and Southern Pacific), two major highways, and the Reno-Tahoe International Airport, have led to the growth of the region as a major warehousing and distribution center. Located within the community are distribution centers for major companies such as Amazon.com, Barnes & Noble, JC Penny, Starbucks Coffee, and Wal-Mart. Reno is also a Network Access Point for internet traffic. Within the Interstate 80 (I-80) corridor and rail road Right-of-Ways is the primary east/west, state-of-the-art digital and fiber optic highway, with recent upgrades. The Reno and Northern Nevada region is served by six major interstate fiber-optic networks and all major long-distance carriers, including AT&T, Level3, Qwest, and Verizon. Recent fiber dense wave digital modulation infrastructure improvements by major network operators allow for superior, large corporate volume data through put. There is a lower latency, a synonym for the delay it takes for a packet of data to get from one designated point to another, from Reno to the Pacific Rim than the San Francisco Bay area. Reno has complete Sonnet Fiber Optic technology covering the valley and it is readily available to all businesses in the region. Additionally, the region enjoys the Tahoe-Reno Industrial Center, a massive 107,000 acre industrial park that encompasses a developable 30,000 acre industrial complex, with pre-approved industrial and manufacturing uses. Located nine (9) miles east of Reno on Interstate 80, sites now available for development include:

Rail serviced sites

Municipal water and sewer utility companies

High pressure gas to all sites

Five (5) generating power plants on site with more than 900 megawatts of electrical power available to all park users

As evidence of Reno’s strength in warehousing and distribution, Urban Outfitters Inc. recently opened a new 462,000 square-foot warehouse-distribution center at Reno-Stead and a 300,000 square foot distribution center for Toys“R”Us is expected at the Tahoe-Reno Industrial Center. As a result of all these regional benefits, Apple Inc. recently announced plans to begin construction in August, 2012 on a data center to house its various online services, such as the iTunes store, the App Store, and its iCloud data storage and syncing services. This



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data center will be constructed on 350 acres at the Reno Technology Park located approximately 11 miles east of Sparks. It is estimated that the data center will result in 41 full-time jobs, 200 long-term contractor jobs and approximately 580 construction jobs on top of an expected $343 million of economic activity. In addition, Apple will also construct a downtown Reno office where the equipment for the data center will be purchased. This business and purchasing office will be in the so-called Tėssarra District, a state and local government sanctioned “tourism improvement district” that allows for sales tax abatement. The anticipated investment in Northern Nevada by Apple in these facilities over the next 10 years is estimated to be approximately $1 billion. The economic benefits of Apple’s announcement will likely multiply because the company is so well-respected that other corporations may give Northern Nevada a closer look for new facilities. The arrival of Apple in the Reno Technology Park serves as a promising anchor for further development of that facility, and paves the way to attract other data warehousing operations. In turn, these developments provide additional opportunities for air cargo service at RTIA. The second largest industry sector is leisure and hospitality, which represents a little over 19% of employment. This compares to 10.2% nationally and 28.7% for the State of Nevada. The local market area includes well-known casino resorts led by the Atlantis, Circus Circus, El Dorado, Grand Sierra, Harrah’s, Peppermill, and Silver Legacy. Furthermore, Reno serves as a gateway to the Lake Tahoe region and resorts including Northstar-at-Tahoe, and Heavenly Lake Tahoe, which are part of the Vail Resort Management Company, and Squaw Valley USA. The next largest employment sectors in the regional economy are Professional/Business Services and Education/Health Services, which represents 13.0% and 11.9% of the non-farm employment in the Reno-Sparks MSA, respectively. Modest recovery in the local Northern Nevada economy has taken place with housing prices stabilized and beginning to increase and the unemployment rate falling along with the generally positive trends in the national economy. The unemployment rate in the Reno-Sparks area has dropped from it peak of 13.8% in December 2010 to an estimated 11.7% in June 2012.

SECTION 2 - RFP TIMELINE AND SUBMISSION DEADLINES

Proposals and any addenda thereto shall be submitted by the Proposer in hard copy. It is mandatory that proposals be signed by a duly authorized representative of the Proposer and be received and time recorded in the RTAA Purchasing and Materials Management Division not later than 2:00 p.m., Pacific Standard Time (PST), Wednesday, February 20, 2013.



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Per the official time clock located in the Purchasing and Materials Management Division, proposals will be accepted if date and time stamped on or before 2:00 p.m.; date and time stamps of 2:00:01 p.m. or later will be rejected. The following schedule has been established for this selection process:

ACTIVITY COMPLETION DATE

Request for Proposal Available January 8, 2013 Pre-Proposal Conference Meeting (Optional) January 25, 2013 Written Questions Due January 31, 2013 Written Responses to Questions Issued February 8, 2013 Proposals Due February 20, 2013 Short List Interviews (if necessary) March 18-19, 2013 Final Negotiations with selected Proposer(s) March 31, 2013 Recommendation to Board of Trustees April 11, 2012 Notice of Award April 15, 2012 Full Implementation July 1, 2013 A. This Request for Proposal is designed to allow prospective proposers the

opportunity to submit proposals for all or only a portion of the services listed above. Accordingly, the proposer shall submit general information about your company along with specific information, including fee proposals, for each category of services you wish to offer a proposal. The proposal for each category of service is required to be separately bundled and clearly marked [for example, if the proposer is submitting a proposal for two of the five services—banking services and credit card processing/merchant services—the proposer must place their six (6) proposal copies for the first service [banking] in one envelope and their six (6) proposal copies for the second service [credit card processing/merchant services] in a second envelope. The proposal for each service must be clearly marked with that category of service [banking or credit card processing/merchant services] on the outer envelope). Both can be mailed in the same box as long as they are separately sealed and bundled.

B. Late proposals shall be disqualified from consideration. The timely and

accurate submission of a proposal is the sole responsibility of the proposer.

C. Sealed hard copy proposals shall be opened in the RTAA Purchasing and

Materials Management Division at 2:00 p.m. PST, Wednesday, February 20, 2013. Only the names of firms submitting proposals shall be read at this time.



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D. Proposal information shall be kept confidential pending subsequent evaluation and negotiation. Proposal contents shall only be released once the agenda has been posted for award consideration of a contract by the Board of Trustees.

E. The Authority reserves the right to negotiate any terms and conditions of

proposals received prior to acceptance/rejection of said proposal or contract resulting from proposal.

F. Six (6) hard copies (one original and five photocopies) of the proposal for

each category of service and any addenda thereto shall be enclosed in a sealed envelope/box addressed to the Reno-Tahoe Airport Authority Purchasing and Materials Management Division, 2770 Vassar Street, Reno, Nevada 89502 or delivered to the office in person. Proposal envelope/box must indicate the name and address of the Proposer, Request for Proposal Number 12/13-08, and the opening date.

The Authority assumes no responsibility for errant delivery of proposals, including those relegated to a courier agent who fails to deliver in accordance with the time and receiving point specified. The Authority shall not be responsible for the opening of a proposal prior to the submission deadline that is not properly addressed or identified.

F. Proposals submitted by telephone or facsimile will not be accepted. G. All proposals shall be submitted in a form and manner as indicated in this

Request for Proposal document and by the proposal forms. Any proposal that is not submitted in a form and manner indicated by the Request for Proposal document and proposal forms or that contain information, statements, conditions, or qualifications that place conditions or qualifications on the proposal submittal for purposes of making an award, or that alter any proposal terms, conditions, specifications, or forms that had not previously been approved by written addendum issued by the Manager of Purchasing and Materials Management, or that does not meet legal requirements, shall be declared as a qualified, conditional, or non-responsive proposal and may be rejected without further consideration. Any proposal response that does not fully respond to and comply with all of the detailed terms, conditions, specifications or any requests for information including the execution of the proposal forms may be declared non-responsive by the Airport Authority and rejected without further consideration. The Airport Authority shall not be responsible for errors or omissions of the proposer.

H. A non-mandatory pre-proposal conference meeting for all proposers

intending to submit a proposal will be conducted January 25, 2013 at 9:30 a.m., commencing in the Reno-Tahoe Airport Authority Administrative



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Offices, 2001 East Plumb Lane, Reno, Nevada in Conference Rooms A/B. The pre-proposal conference will allow prospective proposers the opportunity to have questions regarding the Request for Proposals answered prior to submittal of their response.

SECTION 3 – MINIMUM QUALIFICATIONS AND GENERAL SUBMISSION REQUIREMENTS

As provide in Appendix A – RFP Minimum Qualification Proposal Form, the proposer submitting a proposal for banking services, trust/paying agent and investment custodian services, credit card processing/merchant services, and procurement card services must meet minimum qualifications and requirements. Due to the unique nature of automated teller machine (ATM) services, the minimum qualifications as outlined in Appendix A are not applicable; however, minimum qualifications for this service are outlined in Appendix F – Automated Teller Machine Services. The minimum requirements for all services, with the exception of ATM services, are as follows:

A. Proposer 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. As part of completing Appendix A, the Provider should submit its FDIC certificate number.

B. Proposer must demonstrate that it is a qualified depository for public funds in accordance with NRS 356.010-356.100.

C. Proposer must be registered to conduct business in the State or become duly qualified to do business in the State as a foreign business entity before a proposal will be accepted.

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

E. Proposer must be able to meet the various insurance requirements, including errors and omissions, as set forth in the sample Professional Services Contract.

F. Proposer must have a minimum credit rating of “A-” or equivalent from Moody’s Investor Services, Standard & Poor’s, and Fitch Ratings of “B-” from Kroll Ratings Service.



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G. Per Nevada Revised Statute (NRS) 355.172, a bank or trust is qualified to hold securities for a local government if the bank or trust is rated by a nationally recognized rating service as “AA-” or its equivalent, or better. For Trust Services/Paying Agent/Investment Custodian, the proposer must meet this standard.

H. Proposer must provide a daily bank statement detailing transaction activity on the Authority’s depository account from prior day activity. This must be available on-line via a secure internet reporting tool.

I. When corrections/adjustments are required to bank statements reflect actual activity, documentation must be provided to the Authority within three (3) business days of notification of the error. Documentation must be in form acceptable to RTAA.

J. Proposer must have a minimum of one (1) full-service branch location in Washoe County. In addition, the proposer must be able to contract with armored courier service to provide service to the Reno-Tahoe International Airport and the Reno-Stead Airport.

K. The proposer must have the on-line capability to service and report on electronic payments, money transfers, wires, and Automated Clearing House (ACH) transactions for the transfer of funds to, from and between Authority accounts.

L. Proposer must have a Community Reinvestment Act (CRA) rating of “satisfactory” or better for the most recent examination conducted.

SECTION 4 – SCOPE OF WORK This section shall outline the scope of work associated with each category of banking services requested under this RFP. A proposer has the option of submitting a proposal for some or all of the services included in this section. To identify the scope of your firm’s proposal, a checklist has been included in Proposer’s Certification, as provided in Exhibit A, to allow each proposer to indicate the category of services your firm will be submitting for consideration. By indicating your interest, the proposer should next review the appropriate Appendix and associated Fee Proposal Worksheet to obtain detailed information on the scope of business operations, existing Authority systems, and recent transaction history. The following are the Appendix designation and name for each category of service:

Appendix A – Minimum Qualifications – To be completed by all proposers except proposers for ATM Services

Appendix B – Banking Services



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Appendix C – Trust/Paying Agent/Investment Custodian Appendix D – Merchant Card Services Appendix E – Procurement Card Services Appendix F – Automated Teller Machine Services

A separate spreadsheet or form is provided using the same “category of services” for the submission of your fee proposal. 4.1 Banking Services

4.1.1 General Information This section of the RFP is to obtain the highest level of service, enhance operational efficiencies, and lowest costs associated with banking services. The Authority is interested in utilizing the best current and forward looking technology. Enclosed in Appendix B –Banking Services is detailed information on the scope of business operations and transaction history available for the most recently completed year. It also outlines the required qualifications to integrate with existing Authority systems and stipulates service requirements. The RFP also allows for the Proposer to add other alternatives and ideas which will fulfill the objectives of the Authority. While the general submissions requirements are discussed in this section, specific questions and the form of the submission requirements are provided in Appendix B.

4.1.2 Scope of Services

The Authority is soliciting proposals for a primary banking relationship with a financial institution that operates at least one (1) branch in Washoe County. The Authority shall be contracting for the following general services for an estimated five (5) year period beginning July 1, 2013 and ending June 30, 2018. At the Authority’s option, two (2) two-year extensions shall be permitted with the same terms and conditions of the original contract or as amended. Specifically, the Authority is looking for a banking relationship that will provide a safe, secure, and efficient place to deposit funds, make payments (payroll, operating, and capital projects), and track and reconcile Authority business operations. The successful proposer should provide a full breath of services including on-line banking, remote check deposit, electronic funds transfer, and the ability to easily download and access transactions and reports. In addition, the ability to protect funds on deposit above the $250,000 FDIC limit under the Nevada Collateral Pool program is an important consideration.



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The successful proposer shall also install one (1) Night Depository at the Reno-Tahoe International Airport (RNO). The Night Depository and associated fixtures shall be required to reflect the overall Tahoe theme of RNO. Appendix B gives specific instructions regarding submission drawings and requirements associated with this portion of the work scope. The Authority also is requesting the successful Proposer coordinate armored transportation of cash, coin, and checks derived from the Reno-Tahoe International Airport Public Parking Facility and deposits by the Authority and its tenants placed into the Night Depository. This service is required on a daily basis with the exception of the Thanksgiving and Christmas holidays.

4.1.3 RFP Submission Requirements To assist the proposer, a Proposal Submission Form with service requirements, transaction history, general information, proposal questions, and submission requirements are outlined in Appendix B Banking Services. The following are the general topic areas and key factors of importance to the Authority:

Minimum Qualifications – Banking Services The commercial bank or financial institution must either certify to and/or demonstrate its ability to meets the minimum qualifications and requirements outlined in Appendix A. Firm Stability and Background The proposer must be fiscally sound and able to provide the required services throughout the contract period. The Authority represents public funds and as such requires full transparency and disclosure on financial matters. Appendix B – Banking Services requests a brief history and background on the Proposer including organizational structure as it applies to banking services and extent of services offered. Relationship Representation The Proposer, as outlined in Appendix B, will be asked to clearly state who will staff the project as project manager and the experience of the key employees assigned to serve the Authority. The Authority shall evaluate



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the number of full time staff with your firm to carry out this project and the reasonableness and distribution of personnel expertise. System Capabilities, Security, and Reporting This section of Appendix B requests information on the ability of your firm to meet the Authority’s technical requirements and establish any issues or concerns. In addition, this section seeks to understand the products and technology being proposed to meet the requirements in the following areas: a. Technical capabilities (wire transfer, automated clearing house (ACH)

payments, remote check deposit, transaction processing and deadlines, positive pay, and interbank transfers.

b. Plans for Night Depository Facility and Armored Transportation c. Security and Fraud Prevention d. Disaster Recovery e. Information Reporting Customer Service With the Authority having a 24 hour a day/seven (7) day a week airport operation, the level of customer service is of significant importance. This section of Appendix B requests information on your firm’s approach to providing customer service, problem resolution, and customer contact. Firm Competitive Position and Future Commitment to Providing Services This section of Appendix B is seeking information on how the proposer differentiates itself from its competitor and how the firm keeps itself and its customers updated with the latest technology solutions and services. Implementation The full implementation date for banking services is July 1, 2013. This section of Appendix B seeks information on the proposer’s approach to a successful implementation and smooth transition. Fee Proposal Attached as Appendix B- Banking Service Fee Proposal is a spreadsheet to provide pricing related to the Authority’s typical monthly activity by banking service type and category. The proposer is asked to complete the spreadsheet with specific pricing proposed under the contract.



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It is the Authority’s expectation that the proposer shall maintain the quoted prices for a two year period upon agreement execution. Thereafter, any proposed changes in the fee structure would be subject to a “most favored nations clause” that allows the Authority to obtain the same pricing as other comparable bank clients. In addition, Appendix B requests information regarding proposed earnings rates and investment options associated with compensating balances and funds held at the bank for investment purposes.

Additional Submission Requirements In addition to the above requirements, the Proposer is also asked to provide the following: a. If applicable, copies of any legal document affecting the financial status

of the company, which has been filed with any state or federal court. Documentation will be kept confidential, if required.

b. Proposer’s Certification – must be completed by the proposer. This

form is attached as Exhibit A. c. Sample contract – the terms and conditions in the Professional Service

Agreement and in this RFP will be included in the contract that will be awarded. Proposers do not need to sign the contract at time of proposal submission; however, if the proposer has any exceptions to the proposed terms and conditions, please indicate in the RFP submission.

4.1.4 Evaluation Criteria- Banking Services

All proposals shall be reviewed by an evaluation committee composed of employees and trustees of the Authority. Final selection shall be based upon the evaluators’ analysis of the information and materials required under the RFP and provided by the proposing firms in their submissions. The Authority reserves the right to involve an outside consultant in the selection process. Proposals that meet the minimum quality requirements will be reviewed for responses to the comparative evaluation criteria. The following criteria shall be used on a weighted basis for evaluation of the proposals and the award recommendation: a. Experience, creditworthiness and stability of the firm b. Ability to provide services, training, and reporting to meet the specific

needs of the Authority



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c. Available technology and service delivery approach including Night Depository facility and Armored Transportation

d. Customer service team and relations representation e. Implementation Plan f. Proposed fees The Authority shall choose the firm that submits the most responsive overall proposal, which may not be the proposer with the lowest fees.

4.2 Trust/Paying Agent /Investment Custodial Services

4.2.1 General Information This section of the RFP seeks to obtain the highest level of service, enhance operational efficiencies, and lowest costs associated with trust, paying agent and investment custodian services. The Authority is interested in utilizing the best current and forward looking technology. Enclosed in Appendix C – Trust Services/ Paying Agent and Investment Custodian is detailed information on the scope of business operations and transaction history available for the most recently completed year. The RFP also allows for the proposer to add other alternatives and ideas that will fulfill the objectives of the Authority. While the general submissions requirements are discussed in this section, specific questions and the form of the submission requirements are provided in Appendix C.


The proposer shall provide services required to carry out all administrative functions required of it under the Authority’s bond resolutions and other loan documents. The proposer selected shall have extensive experience administering bonds and debt instruments, including the roles of bond trustee, registrar, tender agent, and paying agent. In addition, securities purchased by the RTAA shall be delivered against payment (delivery vs. payment) and must be held in a custodial safekeeping account with a trust department of a third party bank insured by the Federal Deposit Insurance Corporation. Per NRS 355.172, a custody agreement between a qualified bank or trust and the RTAA is required before execution of any transactions. Funds not invested from the sale, call or maturity of securities shall be held in an interest bearing cash account or an automatic money market sweep vehicle in compliance with the Authority’s investment policy. Amounts that exceed the FDIC insurable limit must be collateralized in accordance with the Nevada Collateral Pool Program pursuant to NRS 356.360 or provide an acceptable alternative in compliance with the



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Authority’s Investment Policy. The investment policy is provided in Appendix C.

4.2.3 RFP Submission Requirements

To assist the proposer, specific questions and information requirements are provided in Appendix C. The following are the general topic areas and key factors of importance to the Authority: General Requirements The commercial bank or financial institution must either certify to and/or demonstrate its ability to meets the minimum qualifications and requirements outlined in Appendix A. Firm Stability and Background The Authority requires a firm that is fiscally sound and able to provide the required services throughout the contract period. Appendix C requests a brief history and background on the proposer including organizational structure as it applies to trust and custodial services. In addition, Appendix C is requesting information on how the firm anticipates provide services under this agreement. Relationship Representation The Proposer, as outlined in Appendix C, will be asked to clearly state who will staff the project as project manager and the experience of the key employees assigned to serve the Authority. The Authority shall evaluate the number of full time staff with your firm to carry out this project and the reasonableness and distribution of personnel expertise. Technical Capabilities, Security, and Reporting This section of Appendix C requests information on the ability of your firm to meet the Authority’s technical requirements and establish any issues or concerns. In addition, this section seeks to understand the process being proposed to meet the service requirements in the following areas: a. Technical Capabilities - Trustee / Paying Agent b. Technical Capabilities – Investment Custodian c. Security and Fraud Prevention d. Disaster Recovery



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Information Reporting This section of Appendix C seeks information on the proposer’s processes and reporting capabilities including available reports, timeliness of reporting and customization. Customer Service The level of customer service to the Authority is of significant importance. This section of Appendix C requests information on the ability of your firm’s approach to provide customer service, problem resolution, and customer contact. Firm Competitive Position / Future Commitment to Providing Services The Authority is looking for a firm that is progressive and committed to the long-term product line. This includes providing and continually improving its products. In addition, this section provides the proposer the opportunity to explain why your firm is different from your competitors. Implementation This section of Appendix C seeks information on the proposer’s approach to a successful implementation and smooth transition. Fee Proposal Attached as Appendix C- Trust/Paying Agent/ Investment Custodian Fee Proposal is a spreadsheet to allow the proposer to provide pricing information. The proposer is asked to complete the spreadsheet with specific pricing proposed under the contract. The Authority will consider fee proposals expressed either as a fixed annual dollar amount or as a fixed percentage based on level of activity. Please provide a fee for all proposed services and identify any and all other upfront or ongoing fees that may be charged to or incurred by the Authority in connection with the services proposed.

4.2.4 Evaluation Criteria- Trust/ Paying Agent/ Investment Custodian

All proposals shall be reviewed by an evaluation committee composed of employees and trustees of the Authority. Final selection shall be based upon the evaluators’ analysis of the information and materials required under the RFP and provided by the proposer in its submissions.



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The Authority reserves the right to involve an outside consultant in the selection process. Proposals that meet the minimum quality requirements will be reviewed for responses to the comparative evaluation criteria. The following criteria shall be used as the weighting basis for evaluation of the proposals and the award recommendation: a. Experience, creditworthiness and stability of the firm b. Ability to provide services, training, and reporting to meet the specific

needs of the Authority c. Available technology and service delivery approach d. Customer service team and relations representation e. Proposed service fees The Authority shall choose the firm which submits the most responsive overall proposal, which may not be the Proposer with the lowest fees.

4.3 Merchant Card Processing

4.3.1 General Information This section of the RFP is to obtain the highest level of service, enhance operational efficiencies, and lowest costs associated with processing credit card transactions and obtaining merchant card services. The Authority is interested in utilizing the best current and forward looking technology. This service is primarily focused on the Authority’s public parking operation, in which approximately 83% percent of $8.6 million of annual revenue is generated through the use of credit cards either through manned cashier booths, pay on foot stations, or credit express/ ticket less exit gates. Enclosed in Appendix D – Merchant Card Services is detailed information on the scope of business operations, transaction history available for the most recently completed year by business operation, and credit card type. This appendix also outlines the required qualifications to integrate with existing Authority systems and stipulates service requirements. The RFP also allows for the proposer to add other alternatives and ideas that will fulfill the objectives of the Authority. While the general submissions requirements are discussed in this section, specific questions and the form of the submission requirements are provided in Appendix D.


The purpose of this section of the RFP is to obtain credit card processing/ merchant services to establish a payment gateway and provide processor



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services to accept and process payments via a variety of electronic means of payment, e.g. credit cards, debt cards, and e-checks. Proposed services must meet current Payment Card Industry (PCI) standards and be capable of interfacing with the Authority’s parking revenue control system (Scheidt & Bachmann) and our self storage rental/commercial and office building software (CenterShift). In addition, the Authority wishes to upgrade its standalone applications at three (3) operational sites at various Authority locations.


To assist the proposer, Appendix D outlines the service requirements, transaction history, overall general information, proposal questions to be supplied by the proposer, and submission requirements. The following are the general topic areas and key factors of importance to the Authority: Minimum Qualifications - Merchant Card Services The proposer must be able to meet the operational needs of the Authority to accept and process payment via such means as merchant card, debit card, and other electronic payment processing services. The proposer must be able to meet the following requirements:

a. The proposer shall also provide e-payment gateway services between

the Authority and the card-issuing bank(s). b. The proposer shall meet all requirements outlined in the Payment Card

Industry (PCI) data security standard found at the following website: https://sdp.mastercardintl.com/pdf/pcd_manual.pdf.

c. The proposer shall process, at a minimum, American Express, Visa,

MasterCard, Discover, and debit card and e-check. d. The proposer shall abide by all operating rules and regulations of the

card associations, processing networks, and other parties/entities governing the services provided under this contract and shall be liable for all violations of such when the Authority follows procedures established by and in conjunction with the Proposer. ACH transactions shall be collected and initiated in accordance with National Automated Clearing House Associations (NACHA) rules.

e. The payment processing system shall support a credit card

authorization response time not to exceed three (3) seconds 95% of the time and not to exceed five (5) seconds 100% of the time. The payment processing system must be available twenty-four (24) hours



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per day, seven (7) days a week. System maintenance must be performed so that system availability continues without interruption.

Failure to adhere to the foregoing response time or system availability requirements may be deemed a material breach of the contract.

Firm Stability and Background The Authority requires a firm that is fiscally sound and able to provide the required services throughout the contract period. Appendix D requests a brief history and background on the proposer including organizational structure as it applies to credit card processing and extent of services offered. In addition, Appendix D is requesting information on how the firm anticipates provide services under this agreement. Relationship Representation This section of Appendix D is to allow the proposer to clearly state who will staff the project as project manager and demonstrate your firm’s ability to carry out the requirements of this contract. The Authority shall evaluate the number of full time staff with your firm to carry out this project and the reasonableness and distribution of personnel expertise. Technical Capabilities, Security, and Reporting This section of Appendix D requests information on the ability of your firm to meet the Authority’s technical requirements and establish any issues or concerns. In addition, this section seeks to understand the process being proposed to meet the service requirements in the following areas: a. Authorization Processing b. Settlement Processing c. Ticket Retrieval and Charge backs d. Debit Card Processing e. Technical Capabilities f. Security and Fraud Prevention g. Disaster Recovery h. Information Reporting Customer Service With the 24 hour a day/seven (7) day a week public parking operation, the level of customer service to the Authority is of significant importance. This section of Appendix D requests information on your firm’s approach to provide customer service, problem resolution, and customer contact.



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Firm Competitive Position and Future Commitment to Providing Services This section of Appendix D is seeking information on how the proposer differentiates itself from its competitor and how the firm keeps its customers updated in this high risk area due to attempted fraud, theft of customer information, and high technology dependent processing. Implementation The full implementation target date for credit card processing services is July 1, 2013. This section of Appendix D seeks information on the proposer’s approach to a successful implementation and smooth transition. References This section of Appendix D is to provide references that illustrates your firm’s experience serving clients similar to the Airport Authority. Fee Proposal Attached as Appendix D- Merchant Card Services is a spreadsheet to provide pricing related to the Authority’s typical monthly activity by credit card type and category. The proposer is asked to complete the spreadsheet with specific pricing proposed under the contract. The proposer is required to unbundle the card processing costs with schedules of interchange discount rates/transaction fees and processor discount rates along with a schedule of all pass through fees. It is the Authority’s expectation that the proposer shall maintain the quoted prices, to the extent the fees are under the proposer’s control and not determined by the credit card companies, for a two year period upon agreement execution. Thereafter, any proposed changes in the fee structure would be subject to a “most favored nations clause” that allows the Authority to obtain the same pricing as other comparable bank clients. In addition, please see Appendix D for instructions and associated questions related to the cost of services to the Authority. Additional Submission Requirements

Please provide information in response to the following questions: a. If applicable, copies of any legal document affecting the financial status

of the company, which has been filed with any state or federal court. Documentation will be kept confidential, if required.



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b. Proposer’s Certification – must be completed by the proposer. This form is attached as Exhibit A.

c. Sample contract – the terms and conditions in the sample Professional

Services Agreement and in this RFP will be included in the contract that will be awarded. Proposers do not need to sign the contract at the time of the proposal submission; however, if the proposer has any exceptions to the proposed terms and conditions, please provide any comments or objections in the RFP submission.

4.3.4 Evaluation Criteria- Merchant Card Services

All proposals shall be reviewed by an evaluation committee composed of employees and trustees of the Authority. Final selection shall be based upon and the evaluators’ analysis of the information and materials required under the RFP and provided by the proposing vendors in their submissions. The Authority reserves the right to involve an outside consultant in the selection process. Proposals that meet the minimum quality requirements will be reviewed for responses to the comparative evaluation criteria. The following criteria will be used as the weighting basis for evaluation of the proposals and the award recommendation: a. Experience, creditworthiness and stability of the firm b. Ability to provide services, training, and reporting to meet the specific

needs of the Authority c. Available technology and service delivery approach d. Customer service team and relations representation e. Proposed interchange and service fees The Authority shall choose the firm which submits the most responsive overall proposal, which may not be the proposer with the lowest fees.

4.4 Procurement Card Program

4.4.1 General Information This section of the RFP is to solicit proposals for the Authority procurement card program. The Airport’s Procurement Card (P-Card) program began in 2002 and the current contract is with Bank of America. Currently, there are ninety-eight (98) active cardholders at the Authority making an average 386 transactions per month with an average spending value of $61,823 per month.

Enclosed in Appendix E – Procurement Card Services is detailed information on the scope of business operations and transaction history available for the



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most recently completed year. It also outlines the required qualifications to integrate with existing Authority systems and stipulates service requirements. The RFP also allows for the proposer to add other alternatives and ideas which will fulfill the objectives of the Authority. While the general submissions requirements are discussed in this section, specific questions and the form of the submission requirements are provided in Appendix E.


The following outlines the scope of service requested under the procurement card program: Merchant Category Code Restrictions The Authority requires the ability to restrict cardholder spending in a variety of ways, including but not limited to, Merchant Category Code (MCC) restrictions (ability to restrict types of vendors in general categories), and spending limits (single, daily, monthly, number of transactions, etc.). The Authority would also prefer to customize MCC restrictions as opposed to having to select from a general category of merchants. Internet-Based/ Online Program Administration The Authority requires that Program Administrator(s) shall have the capability to view on-line account transactions and make real-time changes to existing accounts. In addition, the proposed system shall allow the Authority to download card transaction date to allow for the posting and reconciliation of p-card expenditures to the accounting system- Sage MAS 500. System Features

The system proposed for the Authority shall support the issuance of 1099 Internal Revenue Service (IRS) reporting and provide the ability for cardholders to reconcile transactions on-line, including a workflow process for the approval of transaction by Authority managers and supervisors.

Customer Service Standards and Responsibilities To meet customer service and other responsibilities, the proposer must provide a central point of contact and agree that no data, information, or distribution lists may be sold or otherwise distributed. In addition, the proposer agrees to assume responsibility for all charges, without a



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deductible, incurred after notification of loss, stolen, or fraudulently used cards. In addition, the proposal should provide complete on-site “Train the Trainer” training for the various levels of card program administration necessary for the effective use of the procurement card program including, but not limited to, an internet-based maintenance tool and software program.

4.4.3 RFP Submission Requirements The following are the general topic areas and key factors of importance to the Authority: General Requirements The commercial bank or financial institution must either certify to and/or demonstrate its ability to meets the minimum qualifications and requirements outlined in Appendix A. Firm Experience, Stability, and Competitive Position This section is to evaluate whether the proposer is fiscally sound, committed to provide the required services throughout the contract period, and offering most advanced product in the market place. Ability to Meet Operational Requirements This section is to evaluate the services and technical qualifications of the proposer to determine if products meet the requirements of the Authority. Customer Service, Training, and Project Approach This section requests information on the ability of your firm to provide customer service, problem resolution, and customer contact. In addition, this section requests information on how your company will ensure a smooth transition. Rebate Proposal Attached as Appendix E- P-Card Rebate Proposal is a form to provide the rebate schedule proposed and any exceptions or unique features associated with the proposer’s rebate schedule. Please provide the level of rebate for card activity at various usage levels.



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4.4.4 Evaluation Criteria- Procurement Card Services All proposals shall be reviewed by an evaluation committee composed of employees and trustees of the Authority. Final selection shall be based upon the evaluators’ analysis of the information and materials required under the RFP and provided by the proposing vendors in their submissions. The Authority reserves the right to involve an outside consultant in the selection process. Proposals that meet the minimum quality requirements will be reviewed for responses to the comparative evaluation criteria. The following criteria shall be used as the weighting basis for evaluation of the proposals and the award recommendation: a. Firm Experience, Stability and Competitive Position b. Operational Requirements c. Customer Service, Training, and Project Approach d. Rebate Program – the level of rebate for card activity at various usage

levels and any exceptions taken.

The Authority shall choose the firm which submits the most responsive overall proposal, which may not be the proposer with the highest fees available under the Rebate Program.

4.5 Automated Teller Machine (ATM)

4.5.1 General Information This section of the RFP is to solicit proposals for the right to enter into a non-exclusive Automated Teller Machine (‘ATM’) Concession License (“License”) for an ATM Operator (“Proposer”). The successful proposer shall install and operate five (5) ATMs at the Reno-Tahoe International Airport (RNO). The Authority shall not accept proposals that propose fewer than the designated number of ATM locations. The intent of this section and Appendix F – Automated Teller Machine Services is to obtain ATM services that will provide passengers at Reno-Tahoe International Airport (RNO) with consistent, first class ATM machines, products, and services together with other fixtures, equipment and furnishings necessary. The ATM machines and other fixtures shall be required to reflect the overall Tahoe theme of RNO and to facilitate the operation of the ATMs, subject to the terms and conditions contained in this RFP. Appendix F gives specific instructions regarding submission requirements and how to format the Proposal.



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4.5.2 Scope of Services The following outlines the scope of services requested for ATM services: ATM Network and Permitted Use The proposer shall provide ATMs that will handle transactions of customers’ debit or credit cards in a user friendly basis, including 24 hour a day/ 7 day a week access and providing access to a host of networks. ATM Equipment Specifications The Authority requires that all ATMs shall be freestanding (kiosk style), new, attractive, functional and resistant to rough usage and vandalism. All ATMs at RTIA shall meet Americans with Disabilities Act (“ADA”) regulations for approach height and reach, and shall accommodate use by the visually impaired. All ATMs shall, at a minimum, support account inquiries, withdrawals, and cash advances. Minimum Service and Operating Requirements The Authority requires that the proposer operate and maintain ATMs to serve the public twenty-four (24) hours each day, seven (7) days per week. The equipment must be maintained and stocked to ensure continuity of service. The selected Proposer shall provide regular monitoring and timely response for repair of ATM equipment and reimbursements resulting from malfunction. Facilities, Maintenance, and Repair Responsibilities The Authority shall be responsible to provide electric outlets at the premises and basic building functions such as lighting fixtures and heat and air conditioning in the public area surrounding the ATM locations at no charge. The monthly utility (electrical and telecommunications) usage shall be supplied at no charge to proposer. The proposer shall be responsible for all improvements required for ATM equipment operation to include, but not be limited to, necessary finishes that reflect the Tahoe theme of RTIA, electrical, telephone, communication conduit and accessories, piping, duct work, equipment, and fixtures to complete the appearance, operating characteristics and requirements of the ATMs. In addition, the proposer is responsible for installation, connection, repair and maintenance of any additional utilities and testing of the ATMs.



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Construction Standards, Rules and Regulations The selected proposer shall be responsible for the installation of the ATMs, as first approved by the Authority, at the sole cost of proposer. All Improvements by proposer shall be subject to the Authority’s design standards and other Airport rules and Regulations.


To assist the proposer, the Proposal Submission Requirements with the questions and information requirements are provided in Appendix F. The following are the general topic areas and key factors of importance to the Authority: General Requirements The proposer must either certify to and/or demonstrate its ability to meets the minimum qualifications and requirements outlined in Appendix F. Relationship Representation This section of Appendix F is to allow the proposer to clearly state who will staff the project as project manager and demonstrate your firm’s ability to carry out the requirements of this contract. The Authority will evaluate the number of full time staff with your firm to carry out this project and the reasonableness and distribution of personnel expertise. Qualifications and Experience

This section of Appendix F is to evaluate the experience, resources and qualifications of the Proposer and individuals assigned to provide ATM services. With the Authority operating a 24 hour a day/ seven (7) day a week facility, the level of customer service to the Authority is of significant importance. This section of requests information on the ability of your firm’s to provide customer service, problem resolution, and customer contact. Financial Capacity and Responsibility This section of Appendix F is to determine the proposer’s financial capacity to provide the scope of services. ATM Equipment and Capital Improvements This section of Appendix F is to understand the proposer’s ATM equipment and its system requirements. The proposed equipment must



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be compatible with the Tahoe look and theme in the new refurbished terminal and concourse areas. This section will also evaluate the capital investment in ATM equipment to ensure its ability to meet the Authority’s needs over the term of the contract. Transition Plan Approach This section of Appendix F is requesting information on how your firm will ensure a smooth transition.

Product Offering/ Marketing Plan With the Authority’s desire to provide a high level of customer service and the ATM concession providing revenue, this section seeks information about how the proposer differentiates its product from competitors and any future plans to expand or enhance its ATM services. Fee Proposal Attached as Appendix F – ATM Concession Revenue Proposal is a spreadsheet for the proposer to submit compensation information to the Authority should the firm be awarded the ATM concession contract. The proposer is asked to complete the spreadsheet with specific pricing proposed under the contract.

4.5.4 Evaluation Criteria- ATM Services

This Request for Proposals will be awarded to an ATM Proposer based, in part, on the following factors:

a. Transition plan including adequate staff, equipment, products and

other assets to provide a smooth transition. b. Demonstrated ability to provide high quality ATM products and

services to the public. c. Proposer shall have a minimum of three (3) years successful,

continuous, and recent experience in the operation and management of automatic teller machine services at a high volume location such as a mall, airport, or other location comparable in size and complexity to the Reno-Tahoe International Airport.

d. Disclosure and experience of principals. e. Demonstrated ability to meet Authority insurance and indemnification

standards. f. Demonstrated history of meeting contractual and financial

requirements. g. Demonstrated ability to provide quality customer service at all times to

ATM customers.



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h. Highest level of revenue compensation to the Authority. The Authority shall choose the firm which submits the most responsive overall proposal, which may not be the proposer with the highest revenue compensation to the Authority.

(The balance of this page is left blank intentionally)



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SECTION 5 – RFP PROCESS GUIDELINES 5.1 Late Proposal A proposal received after the receiving time specified shall be rejected. 5.2 Withdrawal of Proposal A proposal may be withdrawn by written, e-mail, or facsimile notice provided such

notice is received prior to the date and time set for the proposal opening. A request for withdrawal of a proposal after award shall not be considered.

5.3 Validity Period

Pricing formulas submitted in response to this Request for Proposal solicitation are required to be valid from the date of award through July 1, 2013.

5.4 Award of Proposal Award of proposal shall be made on the basis of the proposal that is most

advantageous to the Authority. In all instances, the decision rendered by the Authority shall be final.

A. The Authority reserves the right to reject any or all proposals, or parts thereof,

and to waive any informalities or irregularities. B. The Authority reserves the right to hold proposals for a period of ninety (90) days

from the date of opening before awarding or rejecting said proposals.

C. A contract shall not be assigned to any other person or entity without the consent of the Authority. Requests for assignment shall be submitted, in writing, to the Manager of Purchasing and Materials Management.

5.5 Questions/Clarifications Questions regarding the Request for Proposal shall be directed to Joyce A.

Humphrey, Manager of Purchasing and Materials Management, at (775) 328-6676, or e-mailed to [email protected] and must be submitted not later than January 31, 2013.

A. Communications from prospective Proposers, such as in person, by telephone,

voice-mail, electronic mail, facsimile or other similar means, to any Trustee, officer, agent or employee of the Authority, other than the Manager of Purchasing and Materials Management, are prohibited. Except for inquiries directed through the Manager of Purchasing and Materials Management, the Authority, through its officers and employees, will not meet nor otherwise communicate individually with prospective Proposers. The Authority may, at its sole discretion, disqualify any Proposer who fails to observe this requirement.



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B. If any questions or responses require revision to this solicitation as originally published, such revisions will be by formal addendum only.

5.6 Request for Proposal Document and Addenda Copies of the Request for Proposal document and all addenda issued thereto may

be obtained from the Reno-Tahoe Airport Authority, Purchasing and Materials Management Division, 2770 Vassar Street, Reno, Nevada 89502 or downloaded directly from the Reno-Tahoe International Airport’s website at www.renoairport.com under The Authority – Competitive Solicitations..

5.7 Addenda The Authority Purchasing and Materials Management Division shall issue all

addenda to this Request for Proposal in writing. Additionally, all proposers should formally register with Joyce Humphrey, the Manager of Purchasing and Materials Management Department and continually monitor the Authority’s web site (www.renoairport.com) under The Authority – Competitive Solicitations to ensure receipt of any addenda associated with this RFP. All Proposers are required to include a signed and completed Proposer’s Certification as provided in Exhibit A hereto. Proposers are solely responsible for checking the Airport Authority’s website for any addenda issued for this solicitation.

5.8 Proposer Expenses Prospective proposers are solely responsible for their own expenses in preparing

any proposal.

5.9 Status of Successful Proposer Successful proposer shall have the status of an “Independent Contractor” as

defined by N.R.S. §§ 284.173 and shall not be entitled to any of the rights, privileges, benefits, and emoluments of either an officer or employee of the Reno-Tahoe Airport Authority.

5.10 Assignment No assignment of any agreement resulting from award of this proposal shall be

allowed including the right to receive payment without the express written permission of the Manager of Purchasing and Materials Management or her designee.

5.11. Evaluation Criteria The Authority’s Evaluation Committee(s) shall review each proposer’s initial

proposal and select the proposer(s) that it determines to be the most qualified, in the Authority’s sole discretion, pursuant to the evaluation criteria set forth in each section above. A proposer may be required to submit additional or supplemental information to the Authority to facilitate this selection process. An initial proposal may be rejected if it is determined by the Authority to be non-responsive provided that the Authority reserves the right to waive any irregularities or technicalities that it



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determines, in its sole discretion, to be minor in nature and in the best interests of the Authority. Further, any response may be rejected if it is determined by the Authority that the Proposer is not capable of providing the services satisfactorily or due to the failure of the Proposer to provide information requested relating to such determination.

The evaluation criteria utilized to evaluate proposals received shall include, but not be limited to, the criteria included in each of the above sections.

5.12. Non-Collusion

Proposers, by submitting a signed proposal, certify that the accompanying proposal is not the result of, or affected by, any act of collusion with any other person or company engaged in the same line of business or commerce or any other fraudulent act.

5.13. Ownership of Proposals All responses to this Request for Proposals solicitation shall become the property of the Authority.

5.14. Contract Negotiations

After recommendation of a selected proposer by each selection panel, contract negotiations will commence. The contract(s), with the exception of Automated Teller Machine Services, will be based on the contract as provided in Exhibit B. If at any time contract negotiation activities are judged to be ineffective by the President/CEO of the Authority or designee, the Authority will cease all activities with that proposer and begin contract negotiations with the next highest ranked proposer. This process may continue until both the proposer and the Authority execute a completed agreement or the Authority determines that no acceptable alternative proposal exists.

5.15. Appeal by Unsuccessful Proposer Any unsuccessful proposer may appeal a pending proposal award prior to award by

the Airport Authority. The appellant must:

A. Submit a written appeal to the Manager of Purchasing and Materials Management not later than fourteen (14) business days prior to the date scheduled for award consideration.

B. The written notice of appeal must include a statement setting forth, with

specificity, the reason(s) the person filing the notice believes the applicable provisions of law were violated.

C. Post, with the written appeal, a bond with good and solvent surety authorized

to do business in this state or submit other security in a form approved by the



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Reno-Tahoe Airport Authority, who will hold the bond or other security until a determination is made on the appeal.

D. Post the bond or other security with the notice of appeal in an amount equal

to the lesser of twenty-five percent (25%) of the total value of the proposal submitted during the initial five (5) year term or two hundred fifty thousand dollars ($250,000).

E. A notice of appeal filed in accordance with the provisions herein operates as

a stay of action in relation to the awarding of any contract until a determination is made by the Reno-Tahoe Airport Authority on the appeal.

F. A person who makes an unsuccessful proposal may not seek any type of

judicial intervention until the Reno-Tahoe Airport Authority has made a determination on the appeal and awarded the contract.

G. The Reno-Tahoe Airport Authority is not liable for any costs, expenses,

attorney’s fees, loss of income, or other damages sustained by a person who makes a proposal, whether or not the person files a notice of appeal pursuant to this section.

F. If an appeal is granted, the full amount of the posted bond will be returned to

the appellant. If the appeal is denied or not upheld, the Reno-Tahoe Airport Authority may make a claim against the bond or other security in an amount equal to the expenses incurred by the Reno-Tahoe Airport Authority because of the unsuccessful appeal. Any money remaining after the claim has been satisfied shall be returned to the appellant.

5.16. Agreement Form

With the exception of Automated Teller Machine (ATM) Services, Exhibit B hereto shall form the basis for any resulting agreement for this work. The sample contract for ATM Services is attached to Appendix F as an exhibit.

5.17. Funding Restrictions The Airport Authority reserves the right to cancel the award in whole or in part or reduce the scope necessary without prejudice or liability to the Airport Authority if funding is not available or if legal restrictions are placed upon the expenditure of monies for this category of services. Should this occur, the Airport Authority shall advise the successful proposer in writing.


Banking Services RFP 12/13-08

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EXHIBIT A PROPOSER’S CERTIFICATION

As a proposer, the company listed below has carefully examined the Reno-Tahoe Authority Request for Proposal (RFP) 12/13-08, which includes scope, requirements for submission, general information and the evaluation and award process. The proposer below acknowledges receipt and incorporation of the following addenda, and the cost, if any, of such revisions has been included in the terms and conditions of our Proposal. Addendum #________ Date:______ Addendum #________ Date:______ Addendum #________ Date:______ Addendum #________ Date:______ The Proposer hereby proposes to provide the services for the following category of services:

Appendix A – RFP Minimum Qualification Proposal Form (Required for Appendix B-E submissions)

Appendix B – Banking Services Appendix C – Trust/Paying Agent/Investment Custodian Appendix D – Merchant Card Services Appendix E – Procurement Card Services Appendix F – Automated Teller Machine Services

I agree to hold the pricing formulas contained in this proposal from the date of award through July 1, 2013. The Proposer agree that the Authority terms and conditions herein shall take precedence over any conflicting terms and conditions submitted with the Proposal and agree to abide by all conditions of this document. I certify that all information contained in the Proposal is truthful to the best of my knowledge and belief. As a representative of the Proposer, I further certify that I am duly authorized to submit this Proposal on behalf of the company as its agent and that the company is ready, willing and able to perform if awarded a contract. I further certify that this Proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, company, or corporation submitting a Proposal for the same product or service; no officer, employee, or agent of the Authority or of any other Company who is interested in said Proposal; and that the undersigned executed this Proposer’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.



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___________________________ _____________________________________ NAME OF BUSINESS MAILING ADDRESS ____________________________ _____________________________________ AUTHORIZED SIGNATURE CITY, STATE & ZIP CODE ____________________________ _____________________________________ NAME, TITLE, TYPED TELEPHONE NUMBER / FAX NUMBER _____________________________ _____________________________________ FEDERAL IDENTIFICATION # E-MAIL ADDRESS



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EXHIBIT B

Professional Service Agreement

This agreement, entered into as of this day of , 2013, by and between: RENO-TAHOE AIRPORT AUTHORITY hereinafter referred to P. O. Box 12490 as the SPONSOR Reno, Nevada 89510 AND: Name of Company hereinafter referred to Address as the CONSULTANT Address FOR THE PURPOSE of providing the following professional services: BANKING SERVICES as the PROJECT DO HEREBY, mutually agree as follows: ARTICLE 1 – CONSULTANT’S SERVICES AND RESPONSIBILITIES 1.1 Engagement of the Consultant. The Sponsor hereby agrees to engage the

Consultant who in turn agrees to perform the technical and professional services necessary to produce the Project. Furthermore, it is expressly understood that the Sponsor has the right to approve the terms and conditions of this Agreement as well as the proposed scope and costs of the technical and professional services to be conducted as part of the Project.

1.2 Scope of Services. The Consultant shall do, perform and carry out in a

satisfactory manner, as determined by the Sponsor, the services generally outlined below and specifically indicated in Exhibit A – Scope of Services, attached and incorporated by reference hereto.

1.3 Notice to Proceed. The Sponsor shall issue the official Notice to Proceed. Any

work performed by Consultant prior to the issuance of the Notice to Proceed shall be at Consultant’s own risk. The Sponsor shall not be liable for claims of services performed until the official Notice to Proceed has been issued.



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1.4 Time of Performance. The term of this agreement shall be for a period of five (5) years with two (2) two-year options. The first year shall commence on .

1.5 Responsibility of the Consultant. The Consultant shall be responsible for the

professional quality, technical accuracy and the coordination of all services provided by the Consultant under this Agreement. The Consultant shall, without additional compensation, correct or revise any errors or deficiencies in any documents prepared in association with this Project.

1.6 Responsibility of the Sponsor. The Sponsor shall cooperate with the

Consultant by making a diligent effort to provide items reasonably necessary for the Consultant to be able to provide its services, including all previous studies, plans, drawings, specifications and design and construction standards; assistance in obtaining necessary access to public and private lands; legal, accounting, and insurance information required for various projects; necessary permits and approval of governmental authorities or other individuals; issuance of public notices, and providing locations and minutes for all meetings.

1.7 Additional Services. For purposes of this Agreement, additional services

means services not identified in Exhibit A - Scope of Services, but that relate to the services being performed in connection with the Project. The Consultant shall perform additional services only upon the written request of Sponsor. The fee for any additional services required by the Sponsor will be based upon actual hours and expenses incurred by the Consultant, charged in accordance with the attached Exhibit B - Schedule of Fees, and incorporated by reference hereto.

ARTICLE 2 - COMPENSATION AND METHOD OF PAYMENT 2.1 Compensation. It is expressly understood and agreed that the total compensation

to be paid to the Consultant for provision of insurance broker services shall be a firm fixed price amount not to exceed for the services specified in Exhibit A - Scope of Services. Such sum includes all expenses and shall constitute full and complete compensation for the Consultant's services.

2.2 Method of Payment. The Sponsor shall pay to the Consultant no more than the fixed price amount set out in Article 2.1 above. Payments shall be at monthly intervals subject to receipt of requisitions for payment from the Consultant specifying that he has performed the work and is entitled to the amount requisitioned under the terms of this Agreement.

2.3 Consultant Responsibilities for Compensation. The Consultant shall prepare

monthly invoices and progress reports which clearly indicate the progress to date and the amount of compensation due by virtue of that progress. All requisitions for payment shall be for work completed unless otherwise agreed to by the Sponsor, in writing.



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2.4 Sponsor Responsibilities for Compensation. The Sponsor agrees to pay the Consultant's invoices net thirty (30) days from the date of receipt of the invoice from the Consultant. It is expressly understood that the Sponsor has the right to withhold payment on any invoice if he feels that the Consultant has not performed the requisitioned work efforts in a satisfactory manner. If the Sponsor does decide to withhold payments to the Consultant for any reason, he must provide written notifications and an explanation to the Consultant within ten (10) days of the date of the invoice.

2.5 Prompt Payment. The Consultant agrees to pay each sub-consultant under this

Agreement for satisfactory performance of its agreement no later than fifteen (15) days from the receipt of each payment the Consultant receives from the Sponsor. The Consultant agrees further to return retainage payments to each sub-consultant within fifteen (15) days after the sub-consultant’s work is satisfactorily completed. Any delay or postponement of payment from the above-referenced time frame may occur only for good cause following written approval of the Sponsor.

ARTICLE 3 - CHANGES TO THE SCOPE OF SERVICES The Sponsor may, at any time, and by written change order, make changes in the services to be performed under this Agreement. If such changes cause an increase or decrease in the Consultant's cost or time required for performance of any services under this Agreement, an equitable adjustment shall be made and the Agreement shall be modified in writing accordingly. Any claim of the Consultant for adjustment under this clause must be submitted in writing within thirty (30) days from the date or receipt by the Consultant of the notification of change. All changes to the Scope of Services shall be submitted on “Amendment to Professional Services Agreement” form as provided by Sponsor. No services for which an additional cost or fee will be charged by the Consultant shall be furnished without the prior written authorization of the Sponsor. ARTICLE 4 - TERMINATION OF THE AGREEMENT The Sponsor may, by written notice to the Consultant, terminate this Agreement in whole or in part at any time, in its sole discretion with or without cause. Upon receipt of such notice, the Consultant shall: (1) immediately discontinue all services affected (unless the notice directs otherwise); and (2) deliver to the Sponsor copies of all data, drawings, reports, estimates, summaries and such other information and materials as may have been accumulated by the Consultant in performing this Agreement, whether completed or in process. Upon termination of this Contact by the Sponsor, Consultant shall be paid the reasonable value, based on Exhibit A, of all work satisfactorily performed by the Consultant prior to termination.



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ARTICLE 5 - ASSURANCES 5.1 Examination of Records. The Sponsor, at any time, may cause an audit of the

Consultant’s books of accounts and financial records to be made by an employee or a representative of the Sponsor. The books of accounts and records include the complete general ledger and any source documents or recordings that support the general ledger, including calculations, authorizations, attestations, warrants, affidavits, or other evidence of business transactions between the Sponsor and the Consultant. Such books of accounts and records shall be made available to the Sponsor upon demand. Failure to provide the Sponsor with adequate books of accounts and records may be deemed by the Sponsor to be a breach of the Agreement.

All books of accounts and records are to be made available within the greater Reno/Sparks metropolitan area for a period of three years following the completion of the contract or agreement. If such books of accounts and records are not available in the greater Reno/Sparks area, then the Consultant shall pay the expenses of the Sponsor representative to travel to the location of the books and records.

5.2 Ownership of Documents. All documents, including but not limited to, drawings,

plans, specifications, maps, charts, computations, and other data prepared or obtained under the terms of this Agreement, shall become the sole property of the Sponsor and the Sponsor has the right to copyright, register, or trademark as it deems appropriate with no licensing or permit fee to the Consultant. Reproducible copies of plans, maps, charts, drawings, and other pertinent data shall be provided to the Sponsor upon completion of services or early termination of this Agreement under Article 4. Consultant shall not provide any of the Sponsor’s documents to others without prior written authorization from the Sponsor.

5.3 Compliance with Laws, Rules, and Regulations. Consultant agrees to be bound

by the provisions of Sponsor's rules and regulations, all applicable laws, rules, and regulations adopted or made applicable to Consultant by any local, state, or federal authority having jurisdiction over the project or the Sponsor.

ARTICLE 6 - SUSPENSION OF WORK The Sponsor may order the Consultant, in writing, to suspend all or any part of the work for such period of time as the Sponsor may determine to be appropriate for the convenience of the Sponsor. If the performance of all or any part of the work is, for any unreasonable period of time, suspended or delayed by an act of the Sponsor in the administration of this Agreement, or by its failure to act within the time specified in the Agreement (or if no time is specified, within a reasonable time), an adjustment shall be made for any increase in cost of performance of this Agreement necessarily caused by such unreasonable suspension or delay, and the Agreement modified in writing accordingly. However, no adjustment shall be made under this clause for any suspension or delay to the extent:



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(1) that performance would have been suspended or delayed by any other cause, including the fault or negligence of the Consultant; or, (2) for which an equitable adjustment is provided for or excluded under any other provision of this Agreement. ARTICLE 7 - INTERESTS AND BENEFITS 7.1 Interest of Consultant. The Consultant covenants that he presently has no

interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. The Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed.

7.2 Interest of Members of Sponsors and Others. No officer, member or

employee of the Sponsor and no member of its governing body, who exercises any functions or responsibilities in the review or approval of the undertaking of carrying out of the services to be performed under this Agreement, shall participate in any decision relating to the Agreement which affects his personal interest or have any personal or pecuniary interest, direct or indirect, in the Agreement or the proceeds thereof.

ARTICLE 8 - ASSIGNABILITY The Consultant shall not assign any interest in this Agreement, and shall not transfer any interest in the same without the prior written consent of the Sponsor thereto provided, however, that claims for money due or to become due to the Consultant from the Sponsor under this Agreement may be assigned to a bank, trust company, or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the Sponsor. ARTICLE 9 - MISCELLANEOUS 9.1 Indemnification. Consultant shall defend, indemnify, and hold harmless the

Sponsor, its Trustees, officers, agents, and employees from and against any and all liabilities, damages, losses, claims, actions, or proceedings, including, without limitation, reasonable attorneys’ fees that are caused by the negligence, errors, omissions, recklessness or intentional misconduct of the Consultant or the employees or agents of the Consultant in the performance of this contract. The Sponsor shall give the Consultant reasonable notice of any such claims or actions. The Consultant shall also use counsel reasonable acceptable to the Sponsor in carrying out its obligations. Indemnity requirements shall survive the expiration or early termination of this agreement. Acceptance of the Consultant’s services by the Sponsor shall not operate as a waiver of the rights granted the Sponsor herein. Acceptance of Consultant’s services by the Sponsor shall not operate as a waiver of the rights granted the Sponsor herein.



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9.2 Worker's Compensation Insurance. Consultants and subcontractors shall obtain and keep in full force and effect throughout the term of this Agreement compensation insurance necessary in connection with the performance of this Agreement to protect Consultants and subcontractors and their employees under workers compensation/industrial insurance laws. Consultants and subcontractors shall indemnify and hold harmless the Sponsor, its officers, agents, and employees from any liabilities, claims, losses, or expenses which result to Sponsor by virtue of Consultant’s and subcontractor’s failure to comply with this provision and Consultants and subcontractors hereby waives the right to any amount due under this Agreement which equals the amount of any premiums Sponsor has had to pay for Consultant’s and subcontractor’s failure to comply with this provision.

9.3 Liability Insurance. Consultant shall procure at Consultant's expense and keep

in effect at all times during the term of this Agreement until the completion of the work hereunder, or until early termination of this Agreement, whichever occurs first, the forms of insurance set forth in this paragraph. All policies or certificates shall contain a provision that written Notice of Cancellation or any material change in said policy by the insurer shall be delivered to Sponsor thirty (30) days in advance of the effective date thereof. All policies of insurance shall be primary coverage for all claims and losses arising from or connected with the work performed under this Agreement.

Consultant shall maintain all insurance hereunder with insurance underwriters authorized to do business in the State of Nevada and who are satisfactory to Sponsor. All policies shall name Sponsor, its Trustees, officers, agents and employees as additional named insured or shall contain a cross liability endorsement. Consultant shall furnish Sponsor with certificates from insurance carriers showing all insurance required hereunder to be in full force and effect during the entire term of this Agreement, or shall deposit with Sponsor certified copies of said policies. Consultant shall, as a condition precedent to commencement of services, provide commercial general liability and automobile liability insurance for property damage and personal injuries or death arising out of any one (1) accident or event in a minimum sum of ONE MILLION AND NO/100 DOLLARS ($1,000,000.00) combined single limit for one (1) or more persons injured and property damage in each occurrence.

9.4 Governing Law. It is understood and agreed by and between the Sponsor and Consultant that this Agreement shall be deemed and construed to be entered into and to be performed in the County of Washoe, State of Nevada, and it is further understood and agreed by and between the parties hereto that the laws of the State of Nevada shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of the Agreement. It is further understood and agreed by and between the parties hereto that any and all actions between the parties brought as a result of this agreement will be brought in the Second Judicial District Court in and for the County of Washoe, State of Nevada.



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9.5 Notices. Any notices required or permitted to be given under this Agreement shall be deemed given when mailed to a party by certified mail, return receipt requested, to the address set forth following the signatures of the parties herein, or to such other address as a party shall give the other from time to time.

9.6 Successor in Interest. Subject to the provision regarding assignment, this

Agreement shall be binding upon, and inure to the benefit and detriment of the successors in interest and permitted assigns of the parties hereto.

9.7 Amendments. This Agreement contains the entire understanding between the

parties with reference to the matters contained herein, there being no terms, conditions, warranties, or representations other than those contained herein, and no amendments hereto shall be valid unless made in writing and signed by both to this Agreement.

9.8 Severability. To the extent that any provision hereof shall be finally determined

by a court of competent jurisdiction to be void, illegal or otherwise unenforceable, the same shall have no affect upon the enforceability of the remaining provisions of this Agreement.

9.9 Attorneys’ Fees. In the event suit or action is instituted to enforce any of the terms

or conditions of this Agreement, or litigation concerning the rights and duties of the parties to this Agreement, the losing party shall pay to the prevailing party, in addition to the costs and disbursements allowed by statutes, such sum as the court may adjudge reasonable after taking into account the extent to which the prevailing party prevailed as attorney's fees in such suit or action, in both trial and appellate court.



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IN WITNESS THEREOF, the parties hereto have executed this Agreement the day

and year first above written.

RENO-TAHOE AIRPORT AUTHORITY CONSULTANT

By: By:

Krys T. Bart, A.A.E. President/CEO

STATE OF s. s. COUNTY OF s. On this day of ,2013 personally appeared before me, a notary public, , known to me to be the (title) of the Consultant named herein, and acknowledged that he executed the within Agreement on behalf of said Consultant. (SEAL) Notary Public Attachments: Exhibit A – Scope of Services Exhibit B – Schedule of Fees

Banking Services RFP - Reno-Tahoe International Airport

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Transcript of Banking Services RFP - Reno-Tahoe International Airport