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Home My WebLink AboutRFP - 7266 BANKING SERVICESCity of Fort Collins Purchasing ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7266: Banking Services OPENING DATE: 3:00 PM (Our Clock) September 7, 2011 Financial Services Purchasing Division 215 N. Mason St. 2n' Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov. com/purchasing To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 — Questions & Answers Exhibit 2 — Sales Tax Lockbox Info & Sample Payment Stub Exhibit 3 — Utilities Lockbox Info & Sample Payment Stub Please contact James B. O'Neill, FNIGP, CPPO, Buyer at (970) 221-6779 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Addendum 1 — 7266 Banking Services Page 1 of 18 95) Does the City typically maintain enough collected balances (not including sweep balances) to offset service fees? No. 96) Would the City consider awarding various aspects of the RFP to separate vendors (i.e. lockbox to a single provider, and operating accounts to another provider)? Not at this time. 97) Would the City provide 12 month historical monthly average ledger balances for all accounts? 2.2 million for all accounts 98) What current fraud protection services does the City utilize for each account? Positive Pay for the disbursement account. 99) Please provide an overview of your cash deposit process. Cash is picked up by the armored car service and deposited to the local bank branch. 100) Do you deposit in both bank vaults and branches? Branch only. 101.) What is the average amount of currency deposited per month? If depositing in both a bank vault and branch please provide the average amount for each. Varies per location. Total average per month is approximately $225,000.00. 102) What percentage of your currency deposits is in standard straps (100 of like notes)? Unknown 103) How are your coin deposits packaged (rolls, bags, etc.)? Bags 104) What is the average number of rolls or bags deposited per month? Unknown 105) If depositing coin bags, are the bags standard fed ready bags? No. The City deposits loose coin and unstrapped currency. 106) Please describe the type of bag currently used for your deposits (cash and check). Varies by location. Some are lockable and reusable while others are Bank supplied non -reusable. 107) Do you order currency and/or coin? If so, please provide the average number of orders made per month? Yes. Approximately 60 per year. 108) Please describe the average currency/coin order (i.e. number of standard or non-standard straps, number of coin rolls, bags, etc). Varies by location. 109) The City's minimum requirements for banks responding to this RFP include: a. A Green VERIBANC, Inc. rating b. Total assets of at least $2 Billion c. Approval as an Eligible Public Fund Depository by the Colorado State Banking Board d. Capital ratios indicating the bank is at least adequately capitalized Addendum 1 — 7266 Banking Services Page 10 of 18 110) For items (a.), (b.), (c.), and (d.), does the City require written documentation/proof of such compliance? E.g., a certificate from Veribanc, Inc. attesting to Green rating? Yes if awarded the Banking Services contract. 111) Can the City confirm the proposal due date? It is our assumption that the Wednesday, September 7, 2011, date is accurate due to the holiday on Monday, September 5, 2011. The final due date is September 7th, 2011. 112) Does the City have a specific layout for the Account Analysis Form? No. What are the City's requirements for this form? Please provide an example of your standard analysis. 113) For the bank's audited financial statements, would the City accept: (a) electronic hard copies (Adobe PDFs on CD-ROM) Yes. -or- (b) the public website link to the bank's annual reports? Yes. 114) Would the City prefer the bank to submit recommended edits on Attachment E - City of Fort Collins Standard Services Agreement with the RFP response? Yes. If so, should we include these edits in the Appendix section? Yes. 115) Please elaborate on what information the City desires to review under the Banking Supplies and Forms requirement. Please elaborate on the forms that you provide and the costs for these supplies (e.g. deposit slips, change order forms, deposit bags, etc.) ; 116) Are responses to sections h and i on pages 12 to be included as part of Section C? Please explain. No. These sections are informational only. 117) Does the volume of 446,000 include the 298,000 checks processed in the lockbox? No. 118) How are the checks not processed in the lockbox deposited (i.e. bank vault, bank branch, remote deposit capture, image cash letter? Picked up by the armored car and deposited,;at the branch. 119) Would you be able to send in an Image Cash Letter (x9) file for checks deposited via paper? Not currently. 120) If not using remote deposit capture today, would you consider remote deposit capture for checks not processed in the lockbox? The City has looked at remote capture but has not identified an opportunity for cost savings. All deposit locations accept cash that is picked up by the armored car service. The armored car also picks up checks with the cash. 121) Please provide a description of the line item Currency Exchange. Are these foreign checks deposited? Yes. What is the fee for this service. Addendum 1 — 7266 Banking Services I Page 11 of 18 122) Do you receive foreign checks and if so, what countries are they most likely drawn on? Only occasionally. Not routinely one currency or country. 123) Please clarify the line item Petty Cash Requests. Are these coin/currency requests and if so what is the average amount requested and where is the pickup made (bank vault, bank branch)? Yes. The armored car picks up at the branch. Average request unknown. 124) Is the City willing to consider establishing a check processing center at the City's offices? The City has not considered replacing the lockbox function with remote capture. 125) Is the City acceptable to have services provided by a 3rd party provider in conjunction with their banking partner for various services? Yes. Please specify the services that would be provided by a 3`d party. 126) Is the City willing to have their deposits delivered to a Cash Vault via Armored Car instead of directly to a branch? Yes. 127) Is the City acceptable to receiving a Monthly CD Rom of cleared checks instead of Weekly? Yes. 128) Would the City prefer to receive Faxed copies of ACH returns or online detailed PDF reports? Both are acceptable. 129) On Attachment B -Service Pricing Form, the check volume in Section A is the same as the Controlled Disbursement Section E volume. Are all disbursements from this one account? Yes. Addendum 1 — 7266 Banking Services Page 12 of 18 EXHIBIT 2 — SALES TAX LOCKBOX INFO & SAMPLE PAYMENT STUB UPDATED: 1211312010 CLIENT. Fort Collins Sales Tax LOCKBOX NUMBER: 7034 PO BOX NUMBER: 440 Doc grottp name: Multi White Mail (includes Zeros) DOC GROUP. 04 Multi 05 White mail (Zero's) DEADLINE. 7:30atn MT Daily (only one deposit) PACKAGE DEADLINE: 8:30am ACCEPTABLE PAYEES: Ft Collins Sales Tax (any variation) BATCH PREP INSTRUCTIONS Flip through envelopes to verify that they are ail the same Post Office Box number. Remove any Post Office Box numbers that are different and set aside. > Process payments by removing the entire contents of the envelope and sorting through the documentation for payment type. Refer to item preparation order outlined below. ➢ This account has 2 doc Groups: 1. 04 Multi's 2. 05 White Mail (Zero's) ➢ While prepping this account you will have 5 separate groups you are sorting items into: I. Matches 2. Non Matches 3. Matching Late Payments 4. Non Matching Late Payment 5. White Mail (Zero's) Batching: 50 checks to each Batch. If a check payment is found, verify that the check is payable to the account that you are opening and there is a signature. if the payee is correct, separate the check from the documentation, .remove all staples and paperclips from the check and documents, and prep the documents in the following order: 1. Invoice 2. check 3' All Correspondence (If invoice came in with correspondence) 4. Envelope Place item in appropriate group during the entire prepping of this account. If invoice is a temporary Sales Tax circle amount the customer is paving. ➢ Matches — check amount matches invoice amount. ➢ Non Matches — check amount does not match invoice amount. i Matching Late Payments - The check amount matches the invoice amount. The dale (found in upper right of invoice) is for payment on a prior Addendum 1 — 7266 Banking Services Page 13 of 18 month, OR the post mark date from the Post Office is dated from the 23'd on for current month. Non Matching Late Payments - The check amount does not match the invoice amount The date (found in upper right of invoice) is for payment on a prior month, OR the post mark date from the Post Office is dated from the 23'd on for current month. > White Mail (Zero's) - Invoice is stating that there is a zero amount due for Sales Tax and there is no accompanying check. NOTE. If rut envelope contains more than one payment with corresponding invoice, it will be required to have as envelope or Cott inserted after each transaction to .separate them. NOTE: If the payee is incorrect for the account that you are opening, place the contents back in the envelope ensuring that the box address is visible through the envelope window and set aside. NOTE: If check does not have an invoice, place check back into envelope to be returned to the cushuner. > Continue the above procedures until you have opened the entire batch. Print the Batch Header Ticket for each of the doc groups you have prepped, and write the name of the group beside the Batch Ticket number. Place each Batch Ticket on tope of each separate batch to be processed and set aside for document capture. Matches - OTB Non Matches - OTN Matching Late Payment - LB Non Matching Late Payment - LN White Mail - (will be for Zero's, do not need to write on Batch ticket group type) DATA COMPLETION. Yes SL2 (Checks that require MICR correction need to be keyed as follows): 1) Routing Transit Number: dXXXXXXXXXd 1) Account Number: XXXXXXXXc 3) Serial Number: cXXXXXc NOTE. Letters must be lower case 2. CCA: a. Check Amount Entry Check Amount Input: Always verify Check Courtesy Amount and Written Legal Amount match. If different, key Written Legal Amount 3. Data Entry 1) Multi's —dollar amount from check Dollar amount from invoice 2) White mail - none PACKAGING INSTRUCTIONS: > Count the number of items to be returned to customer and enter this total number in the excel spreadsheet found on DMP share "Retums—Rejects" > The customers hard copies along with their returns are to be placed in the customers assigned locked bag and placed in the assigned bin. Customer's locked bag of that day's work will be picked up by the courier at 9:00am each morning and delivered to : 215 N Mason in Ft Collins Addendum 1 — 7266 Banking Services Page 14 of 18 EXHIBIT 3 — UTILITIES LOCKBOX INFO & SAMPLE PAYMENT STUB Ft Collins Utilities REMITTANCE PROCESSING INSTRUCTIONS RD on File Updated: I1/24/2010 Outstanding R/ gUirements- The following information provides a guideline for Remittance Lockbox Processing on the ImageRPS software system. Effective Date: 12/02/2010 Processing start date: 12/02/2010 Monthly Payment Volume: 20,000 Incoming PO Boxes (FNBO): 1580 Client ID: 7029 Addendum 1 — 7266 Banking Services Page 15 of 18 Processing Window: Mail received by: 9:00 am MT "1'ransmitted by: 10:30 am MT Transmission frequency: Daily Transmission Job#: 15480 Data File; Yeo Transmission Contact: Transmission verification by: ® E-mail: cashiers GDfceov.com Holiday schedule closed Reporting Requirements Batch Summary: Yes Batch Detail: N/A Other: d Other Services: Internet Archive Image File Transmission Image CD: via: ❑ Email ® Archive ❑ Transmission via: ❑ Email [I Archive El Transmission ta: ❑ Email ® Archive ® Transmission Yes NO No Endorsement requirements: Standard: CREDIT TO: (I l digit account#) wrrHIN: FNR >107000262< NAMED PAYEE WSss-RNXX-Scq#-MMDDCCYY- ON DDA account number: I Packaging Courier: The Feet (returns are placed in Customer's locked bag) Frequency: M-F Pick-up time: 3:30 pm MT Address daily package to Items placed in Customer's labeled locked bag FC Utilities Place locked bag in window at courier room Contents: • Unprocessable items • Rejects from processing Document (attach Sample Document) Scanline field breakdown: Check digit routines: Derogatory files requirements; special processing needs; other requirements: X YES Addendum 1 — 7266 Banking Services Page 16 of 18 This section is for additional comments or instructions: Packaging: ➢ Unprocessable Items are placed in customer's designated locked bag (labeled FC Utilities) ➢ Rejected items from processing ➢ Coupons are filed and stored in Check Processing in tray marked FC Utilities ➢ Check stubs are stored with coupons in Check Processing in tray marked FC Utilities Shred after 90 days 3690: ➢ Batch limit: 200 ➢ Scan items in the following order: 1. Coupon 2. Check 3. Correspondence (check stub, etc.) 4. Envelope ➢ Singles: any underpayment accepted ➢ Overpayment is accepted up to S9.99 - over the S9.99 limit — put transaction aside to be returned to customer ➢ Multiple Coupons with single check: If customer is paying a different amount than amount indicated in OCR line, hand write amount customer has indicated for payment on the coupon ➢ Multiple Checks with single coupon: Take OCR line amount unless there is a hand written amount that differs from OCR line amount Check totals can not exceed the $9.99 over payment limit on coupon; over the S9.99 limit, item is rejected Payment Support —special procedures: Keyers: ➢ Singles: any underpayment accepted ➢ Overpayment is accepted up to $9.99 - over the $9.99 limit; item is rejected ➢ Multiple Coupons with single check: Take OCR line amount unless a hand written amount is indicated on coupon Multiple Checks with single coupon: Take OCR line amount unless there is a hand written amount that differs from OCR line amount Check totals can not exceed the $9.99 over payment limit on coupon; over the S9.99 limit, item is rejected Remittance Support: ➢ Internet Archive Yes Email Verification to: cash iersQ� fcCov.cum; ➢ Reports: Reports Requirements Acceptable Payees: FC Utilities (any variation) Addendum 1 — 7266 Banking Services Page 17 of 18 Fort Collins Utilities Phone: (970) 212-2900 y 7y,Ep CT Customer Service E-mail: utilities@fcgov.com Fort Collins Cut N. Mason St. Web: www.fcaov.com/utilities -•- Uuliciz�s Hours: 8 a.m. to 5 p.m., Mon., Tue.. Thur.. & Fri. 10 a.m. to 5 p.m. Wed. EFT c10 ,�. �r t-.��..- - •4u ..Y_ .� i.r., ern=i. - i a 08-01-11 08.26-11-$27.37 See reverse side for cuslomer information and explanation of abbreviations I :ftl�j -T . l z'„`w i0_7eL Iv S' t z. d't+nt s.• .. .. -'F--ca,-�,.•r�. Payment due last billing period ...................... $ -75.36 Payments received since last billing ................... $ 0.00 Charges for this billing period due 08-26-11 ..............$ 47.99 Credit; no payment required $ -27.37 FINAL BILL t 7Att rk'*aMCMc:yne�!.sy„� Electric Energy r0 r.-24-11 r r Sub -total S46.31 City Sales Tax $1.68 Final bill - Total charges this billing period $47.99 FINAI RII 1 Electric',*Billing History R d Date Days Use in kWh kWIVDay 08-M-11 3a 529 13 0F24-11 31 349 11 06-24-11 32 269 8 04-22-11 28 294 10 ' 03-25-11 30 300 10 02-23-11 29 386 13 01-25-11 28 458 16 12-25-10 29 244 8 11-29 10 33 277 8 10-27-10 29 193 6 0923-10 27 203 7 09-01-10 34 456 13 07-2&10 31 340 t0 EFT e10 ' Make checks to Fort Collins Utilities. Return this portion with payment to ensure proper credit. Thant: you! h-o't Collins payable _ .. .,- . ,lam •�.: "- 08-01-11 08-26-11-$27.37 You have a credit, no payment is due. FINAL BILL FORT COLLINS UTILITIES I'P^IIII'l1° I hd 1ir411 ll^Ihlul"IIPr IlliNdinll Po BOX 1580 FORT COLLINS CO 80522-1580 A5004D9988A554282231127CB000OOOOOOOB Addendum 1 — 7266 Banking Services Page 18 of 18 City Financial Services 0f Purchasing Division 215 N. Mason St 2n° Floor Fort Collins PO Box 580 Fort Collins, CO 80522 970.221.6775 P rch a s i n 970.221.6707 u g fcgov.com/purchasing CITY OF FORT COLLINS REQUEST FOR PROPOSAL PROPOSAL NO; 7266 BANKING SERVICES PROPOSAL DATE: 3:00 P.M. (our clock) September 7, 2011 EXHIBIT 1 — QUESTIONS & ANSWERS Section ii: Accounts and Safety Deposit Boxes 1) Can you please clarify what you anticipate a 'local government investment pool' to be? The City moves excess cash from the local bank to a Colorado Local Government Investment pool or receives cash from a LGIP daily. The LGIPs currently used by the City are Colotrust and Csafe. 2) Will the Payroll account be a ZBA? No. The payroll account will be funded by the City on the same day as the payroll ACH file effective date. The payroll account will hold a minimal balance to cover miscellaneous checks. 3) Will the Accounts Payable Account be a ZBA? No. The Accounts Payable account is pre -funded by the City to cover anticipated check clearing. This account holds a balance. Section iv: Lockbox Processing 4) 1 want to be certain that only a Ft. Collins address for the Lockbox is acceptable. No other Colorado address will suffice? The City has two Fort Collins addressed PO boxes. One for Sales Tax and one for Utility Bill payments. The Sales Tax lock box does not have to have a Fort Collins address. The Utility currently has a Fort Collins address for their lockbox. Mail is received in Fort Collins but processed at First National Banks Loveland processing center Banks must be able to accommodate Utilities lockbox requirement. However, long term the City is open to discussing other options for providing lockbox services. Section D: Future Services and Enhancements 5) a) Credit Cards - Do you require Government Purchase Cards or will a standard credit card suffice? Currently, the City uses purchase cards but we will consider all alternatives. Attachment B - Service Pricing Form 6) d) What comprises the 300,000 shredded pages? Shredding is currently part of the lockbox operation. 7) Can we receive the RFP in Word format? Yes 8) Does this RFP include Merchant Card processing? No. 9) Page 14, Section J, Proposal for Account Services refers to services in Section XI. This section does not appear to have been included in the original RFP. Could we please obtain clarification regarding this Section? Use section IX.0 of the RFP. Addendum 1 — 7266 Banking Services Page 2 of 18 TABLE OF CONTENTS I. PURPOSE AND OBJECTIVES.............................................................................................. 4 II. BACKGROUND INFORMATION............................................................................................. 4 III. INVITATION TO PROPOSE.................................................................................................. 4 IV. MINIMUM REQUIREMENTS TO PROPOSE............................................................................. 5 V. PROPOSAL MEETING CALENDAR....................................................................................... 5 VI. INQUIRIES ABOUT THE REQUEST FOR PROPOSAL AND THE SUBJECT .................................... 5 VII. NEWS RELEASE............................................................................................................... 6 VIII. PROPOSAL SUBMITTAL INSTRUCTIONS............................................................................... 6 A. Submittal...........................................................................................................................................6 B. Format...............................................................................................................................................7 C. Implied Requirements........................................................................................................................7 D. Required Items..................................................................................................................................7 E. Exceptions to the Prescribed Format.................................................................................................7 F. Proposal Term...................................................................................................................................8 IX. PROPOSAL EVALUATION AND SELECTION........................................................................... 8 A. General Evaluation Guidelines..........................................................................................................8 B. Criteria for Evaluation of Proposals...................................................................................................8 a. Performance Standard...............................................................................................................9 b. Acceptance Time........................................................................................................................9 c. Contract Negotiation...................................................................................................................9 d. Term of Contract......................................................................................................................10 e. Commencement of Services....................................................................................................10 C. General Requirements and Specifications......................................................................................10 a. Qualifications and Experience..................................................................................................10 b. Collateralization Provisions......................................................................................................11 c. Conversion Considerations......................................................................................................11 d. Banking Supplies and Forms....................................................................................................11 e. Report Formats........................................................................................................................11 I. Additional or Specific Response Items Related to General Requirements and Specifications:11 g. Emergency Services and Disaster Recovery ...........................................................................12 Description of Current Accounts and Services being provided to the City ..........................12 h. Overview of Current Banking Services.....................................................................................12 i. Accounts and Services.............................................................................................................12 Response Items for Accounts and Services........................................................................14 I. Proposal for Accounts and Services.........................................................................................14 k. Additional or Specific Response Items Related to Accounts and Services..............................15 I. Performance Indicators............................................................................................................15 m. Implementation.........................................................................................................................16 D. Future Services and Enhancements................................................................................................16 a. Credit Cards.............................................................................................................................16 b. Additional Services at City Locations.......................................................................................16 c. Short-term Financing................................................................................................................16 d. Small Scale Financing..............................................................................................................16 e. Bond Issues and Lease -Purchase Transactions......................................................................16 I. Training Programs for City Employees.....................................................................................16 g. Technological Advances...........................................................................................................17 h. Other Enhancements...............................................................................................................17 E. Attachments.....................................................................................................................................17 Attachment A - Certification by Institutions Responding to the Request for Proposals...................18 Attachment B - Service Pricing Form..............................................................................................19 Attachment C - Proposal Preparation Checklist..............................................................................21 Attachment D-Armored Car Courier Service Stops........................................................................22 Attachment E-City of Fort Collins Standard Services Agreement....................................................23 RFP 7266 Banking Services Page 2 of 32 REQUEST FOR PROPOSAL CITY OF FORT COLLINS PROPOSAL NO. 7266 BANKING SERVICES The City of Fort Collins is requesting proposals from banks qualified under Colorado Revised Statutes to provide banking services for municipal governments. Written proposals, five (5) will be received at the Office of Purchasing & Risk Management, PO Box 580, Fort Collins, CO 80522. Proposals will be received before 3:00 P.M. (our clock), September 7, 2011, Proposal No. 7266. Questions concerning the scope of the project should be directed to, John Voss, Financial Officer (970) 221-6772 or Harold Hall, Investment Administrator (970) 221-6784. Questions regarding proposal submittal or process should be directed to James B. O'Neill ll, CPPO, FNIGP Director of Purchasing and Risk Management (970) 221-6775. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, https:Hfcgov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management RFP 7266 Banking Services Page 3 of 32 REQUEST FOR PROPOSAL CITY OF FORT COLLINS PROPOSAL NO.7266 BANKING SERVICES I. PURPOSE AND OBJECTIVES The City of Fort Collins and its Finance Department (hereafter referred to as the City) is seeking proposals from qualified banks interested in providing banking and direct deposit payroll processing services to the City and its employees. These services are to meet the City's banking services needs as described in this Request for Proposal (RFP) and shall include: Depository Services Automated Clearing House (ACH) Wire Transfer Services Electronic Data Interchange (EDI) Lock Box Service Direct Deposit Payroll Controlled Disbursements, Account Reconciliation, and Positive Pay Information Reporting Banking -Treasury Workstations Armored Car Courier Additional Future Services or Enhancements This RFP contains the instructions governing the proposals to be submitted, the material to be included within the RFP, minimum requirements that must be met to be eligible for consideration, and other requirements. II. BACKGROUND INFORMATION The City is a municipal corporation organized under Article XX of the Constitution of the State of Colorado. The City derives its powers from the State Constitution, applicable Colorado Revised Statues, and the home rule charter. The City's current banking services are provided by the First National Bank of Fort Collins. First National (and its predecessors) has provided banking services to the City for over 25 years. According to a separate agreement and not subject to this RFP, Wells Fargo provides the City with security safe -keeping services. Ill. INVITATION TO PROPOSE By this Request for Proposal, the City is contacting prospective banks that have an interest or are known to meet the "Requirements to Propose" as specified below. All interested institutions that were not contacted are invited to submit a proposal in accordance with the policies, procedures, and dates set forth herein. NOTE: In the event of a "no proposal," please sign the RFP, indicate "No Proposal," and return. The City has no expressed or implied obligation to reimburse responding banks for any expenses incurred in preparing proposals in response to this request. RFP 7266 Banking Services Page 4 of 32 All material submitted to the City of Fort Collins in response to or regarding this RFP becomes the property of the City and will be returned to the bank only at the City's option. The City reserves the right to withdraw this RFP at any time and for any reason. The City may issue any combination of clarifications, modifications, or amendments it may deem appropriate. IV. MINIMUM REQUIREMENTS TO PROPOSE The City's minimum requirements for banks responding to this RFP include: a. A Green VERIBANC, Inc. rating b. Total assets of at least $2 Billion c. Approval as an Eligible Public Fund Depository by the Colorado State Banking Board d. Capital ratios indicating the bank is at least adequately capitalized The City cannot enter into a contract with a bank that does not meet the minimum criteria outlined above. Bids from banks that do not meet the minimum criteria may not be considered. Banks that do not currently meet the minimum criteria but desire to submit a proposal must include a written Justification for Consideration. A written Justification for Consideration does not obligate the selection committee to consider the proposal of a bank that does not meet the minimum criteria. Designation as an eligible public depository by the State Banking Board cannot be waived. V. PROPOSAL MEETING CALENDAR The following calendar outlines the critical dates for the City of Fort Collins Banking Services RFP process. The City reserves the right to adjust this timetable as required and will provide written notice of any changes to all banks that may desire to submit a proposal. I Date July 26, 2011 August 15, 2011 September 7, 2011 September 20, 2011 October 3, 2011 October 10 to December 31, 2011 January 1, 2012 Event RFP issued Written Proposal Inquiries Due by 3:00 p.m. Sealed proposals due, five (5) copies. Interviews, if necessary. Evaluations completed. Contract sent to selected bank Implementation Contract begins VI. INQUIRIES ABOUT THE REQUEST FOR PROPOSAL AND THE SUBJECT Any questions or clarification regarding this RFP and the subjects contained therein must be made in writing on or before August 151h. If there is any perceived ambiguity, conflict, discrepancy, omission, or other error in the RFP, the Bank should immediately notify the City in writing and request modification or clarification of the document. The bank desiring to submit a proposal is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the proposal. RFP 7266 Banking Services Page 5 of 32 Please direct all written inquiries to: James B. O'Neill, Director of Purchasing City of Fort Collins PO Box 580 Fort Collins, CO 80521 By facsimile: (970) 221-6707 Via e-mail: joneill@fcgov.com Such inquiries will be accepted until 3:00 p.m., August 15, 2011. All inquiries regarding content or banking services issues received by the Purchasing Department will be forwarded to the appropriate staff person for review and will receive a response. Contact with City personnel, other than written inquiries to Jim O'Neill, Chuck Seest, or Harold Hall regarding this RFP may be grounds for elimination from the selection process. VII. NEWS RELEASE News releases pertaining to this selection process or any part of the subject shall not be made without priorwritten approval by the Financial Officer. Direct all information regarding news releases to: Mr. John Voss, Financial Officer City of Fort Collins Finance Department P.O. Box 580 Fort Collins, CO 80522-0580 Facsimile: 970/221-6782 E-mail: jvoss@fcgov.com Vill. PROPOSAL SUBMITTAL INSTRUCTIONS A. Submittal The City reserves the right to retain all proposals submitted and to use any ideas or information provided in a proposal regardless of whether that proposal is selected. Submittal of a proposal indicates acceptance by the bank of the conditions contained in the RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the Bank. According to the Colorado Open Records Act, all information submitted in response to this RFP is a public record. Such information will be available for inspection upon completion of contract negotiations and award. The bidder should not include as a part of the response to this RFP any information that the bank believes to be a trade secret or other privileged or confidential data. If the bank wishes to include such information in the proposal, then the material must be placed in a separate envelope and labeled with the proposal number and clearly marked "CONFIDENTIAL". The City will endeavor to keep that information confidential, separate and apart from the proposal, subject to the provisions of the Colorado Open Records Act (CRS 23-72-201 et.seq.) or order court. RFP 7266 Banking Services Page 6 of 32 B. Format All banks should organize their proposals according to the format described below. Failure to comply with all provisions of this RFP may result in the proposal being disqualified. Significant deviation from the format prescribed below may also result in the proposal being disqualified. Banks must submit proposals that are substantially complete, thorough, and accurate. Brochures and other similar background material may be attached to the proposal but will not be used by the City evaluation team in determining the extent to which the proposal is responsive or complete. Proposal should be bound and include the following items (in order): 1. Title Page 2. Table of Contents 3. Executive Summary 4. Responses to the "Minimum Requirements" 5. Responses to the "General Requirements and Specifications" 6. Responses to the Response Items for Accounts and Services 7. Responses to the "Additional or Future Services and Enhancements" 8. Account Analysis Form 9. Signed Copy of the Proposal Certification Form (Attachment A) 10. Completed Service Pricing Schedule 11. Appendices The City has created a proposal checklist (Attachment C) to guide banks in the proposal preparation. Failure to include all items listed on the checklist may result in the disqualification of the proposal., C. Implied Requirements Products and services that are not specifically requested in the RFP, but are necessary to provide the functional capabilities offered by the bank, shall be included in the proposal. D. Required Items Included in the sealed proposal package, but not bound with the proposal, each bank must include a Transmittal Letter. This letter should briefly state the bank's understanding of the work to be accomplished, provide a commitment to perform the work, and indicate the proposal is firm and irrevocable for the period of the contract. It should also identify all materials and enclosures included in the response to the RFP. Each bank must submit copies of its three (3) most recent audited financial statements in the sealed proposal package, but should not bind the statements with the proposal document. E. Exceptions to the Prescribed Format In prescribing the format for proposals, the City desires to make the responses from the banks consistent and comparable. The City recognizes that banks may vary in their approach and processes to providing the required services. Proposals that deviate RFP 7266 Banking Services Page 7 of 32 significantly to the required format may be rejected. All requested information must be submitted, or if not, an explanatory statement summarizing the bank's reasons for not submitting the requested information must be provided. F. Proposal Term All proposals must be valid for 180 calendar days from the required submittal date. IX. PROPOSAL EVALUATION AND SELECTION A. General Evaluation Guidelines Opening Time and Date: Purchasing staff will open proposals on September 5, 2011, at 3:00 p.m. Mountain Daylight Savings Time, at the Purchasing Division Officer located at 215 N. Mason, Fort Collins, Colorado. Public Record Disclaimer: Under the Colorado Open Records Act, all information in the proposals is a public record and will be available for inspection upon completion of contract negotiations and award. Only the names of the banks submitting proposals will be released prior to the completion of contract negotiations and award. The City's proposal evaluation team will read and evaluate all proposals submitted. The evaluation team will include the Director of Purchasing and Risk Management, the Financial Officer, the Finance Department Investment Administrator, and other City staff members. Throughout the evaluation and selection process, the Director of Purchasing and Financial Officer reserve the right, in the best interest of the City, to request additional information or clarification from the banks, or allow corrections of errors or omissions. At the discretion of the City, banks may be requested to make oral presentations as part of the evaluation process. After proposals are opened, banks may not amend or clarify submitted proposals unless the Director of Purchasing and Risk Management requests such information. B. B. Criteria for Evaluation of Proposals The evaluation team will use the following criteria to judge and score the written proposals and, if necessary, for interviews. The rating scale shall be from 1 to 5, with 1 being the lowest score, 3 being an average rating, and 5 being an outstanding rating. RFP 7266 Banking Services Page 8 of 32 WEIGHTING FACTOR QUALIFICATION STANDARD 2.5 Cost Fees and Compensation The proposal that provides the banking services at the lowest total cost to the City. The total cost for the requested banking services will be determined using the attached Pricing Schedule (Attachment B) 2.5 Understanding City Degree to which the proposal and supporting materials Needs demonstrate that the bank understands the City's needs and operational requirements. Quality and scope of the conversion implementation plan. 1.0 Financial Strength Evaluation of key financial ratios and financial position provided by independent rating services. 3.0 Scope of Services Scope of Banking Services. The availability and quality of services proposed by the bank. Includes the value of any new product or service suggestions or other new ideas and enhancements. 1.0 Experience The experience, resources, and qualifications of the bank and individuals assigned to the City's account. Relevant experience managing similar relationships with public sector clients. At the option of the City, interviews and site visits may be conducted with some or all of the banks responding to this Request for Proposal. The final selection will be based on an evaluation of; all of the information submitted and the City's determinations that the proposal will best serve the City's needs. a. Performance Standard In their proposals, banks should strive to meet or exceed the standards of performance provided in this RFP. The evaluation team retains the SOLE responsibility to determine the extent to which proposals meet or exceed the standards of the City. b. Acceptance Time The City intends to make a bid selection for contract negotiations by October 3, 2011. Award shall be recommended to the respondent whose proposal best meets the needs of the city, not necessarily to the lowest cost respondent. c. Contract Negotiation If necessary, the City shall have the right to negotiate with one or more of the banks that respond to this RFP or the successful bank. The content of the RFP and the selected bank, including the scope of services, will become an integral part of the Contract, but may modified by the Contract. RFP 7266 Banking Services Page 9 of 32 By responding to this RFP, the bank acknowledges the willingness to include, in the Contract, any information provided in response to this RFP. A proposal in response to this RFP is an offer to contract with the City based on the terms, conditions, scope of work, and specifications contained in the RFP. The City's Standard Services Agreement is attached as Attachment E. The City expects that both parties will execute the contract prior to October 10, 2011. During the period between the award and the completion of the Contract, this RFP, in conjunction with the accepted proposal, will constitute, unless otherwise negotiated, a legal binding contract between the City and the selected bank. According to the Contract, the City may terminate the Contract upon 90 calendar days written notice. The selected bank shall waive all rights to security interests and rights to set -offs to City deposits. The City retains the specific power and authority to require the selected bank to furnish, such information the City may request or demand concerning the portion of deposits which are issued by the Federal Deposit Insurance Corporation, the amounts of the bank's capital funds, and the nature, amount, market value, and location of the eligible collateral maintained or pledged by it to secure City deposits. d. Term of Contract The City is seeking a contract for a period of one (1) year, with the option to renew four (4) additional one-year periods. In order to determine the maximum cost of the banking services contract, the City will evaluate each proposal based on the entire contract cost over five years. Therefore, specific annual costs must be given for each of the five years. Please note that Attachment B requires a total dollar cost for each of the five years. e. Commencement of Services The City expects that banking services selected through this RFP process shall commence on or before January 1, 2012. C. General Requirements and Specifications a. Qualifications and Experience • Describe the bank's size and location of primary site and service site, size of staff, staff designated for the.. City's account, and staff designated for the transition • Identify key measures of the bank's financial strength, for example, capital ratios, market capitalization, total assets etc. • Provide ratings for the bank and bank holding company from two of the following agencies: Standard & Poor's, Moody's, Thomson Bank Watch, or VERIBANC. RFP 7266 Banking Services Page 10 of 32 • Provide Proof of Compliance with the Colorado Public Depository Act (PDPA). • Provide contact names and addresses from three other public entities with service demands similar in size and scope as the City of Fort Collins. b. Collateralization Provisions • Copy of PDPA designation and Certificate of Eligible Public Depository • Explain how funds over $250,000 will be collateralized c. Conversion Considerations The Bank is to assist the City with conversion and compensate the City for any and all costs associated with banking services changes. ■ Describe the Bank's proposal for conversion. • Provide a detailed description of any assistance the Bank would provide to the City during the conversion process. ■ Banks submitting proposals should describe how they would compensate the City if the award of this RFP results in a bank change for the City. The description should be specific in addressing items such as: -Collection and replacement of all old forms, check stock, deposit slips, bank bags, endorsements stamps, VISA, MasterCard equipment, etc. -Coordination of computer and computer system compatibility -Customer service assistance during the conversion period -Customer service assistance after the conversion period -Reimbursement for City staff time or temporary employees required to convert services to the new bank -Reprogramming and revisions of the City's financial systems if required • Itemize all estimated costs associated with the issues immediately above. Describe how the bank would compensate the City for the cost of conversion if selected. d. Banking Supplies and Forms The Bank will provide supplies and forms for services used by the City • Include a List of all supplies and forms to be used to provide the services • Costs to the City must be itemized and included on the Pricing Schedule e. Report Formats All proposing banks must include sample reports. f. Additional or Specific Response Items Related to General Requirements and Specifications: • How will the bank remain aware of and in compliance with federal and state requirements? • List any known or anticipated banking structure changes for the Corporate, Primary, and Local offices for the next five years. RFP 7266 Banking Services Page 11 of 32 10) Page 16, Section a. Credit Cards, How much is charged or do you anticipate charging on an annual basis through credit cards? How many cards would you need? Are you interested in a revenue share or a rewards program? The City's credit card / purchasing card services will be awarded under a separate RFP where the details of that program will be available. For the banking Services RFP, please provide any general information about your credit card / purchasing card programs. 11) Page 21, Attachment C, The Proposal refers to Response Section X, XI, XII, and XIII. These sections do not appear to have been included in the original RFP. Could we please obtain clarification regarding this Section? Attachment C reference to section X, section XI, section XII, and XIII should be eliminated and replaced with section IX of the RFP. Controlled Disbursement: 12) What time of day are the City's presentment totals provided? By 7 AM 13) Does the City use Positive Pay or Reverse Positive Pay? Positive Pay 14) Does the City verify checks paid with the Payee Name, in addition to date, dollar mount and check number? Positive Pay is only date, check number and amount. 15) Does the City receive a transmission of paid checks and outstanding checks each month to automate reconciliation? The City receives a file of paid checks, but not outstanding checks. 16) With the elimination of most float due to Check 21, is there any specific reason the City is using a Controlled Disbursement account versus a regular checking account for disbursement activity? No. Payroll: 17) Who currently processes the PayCard transactions for the City? Global Cash Card 18) How many employees receive a PayCard versus Direct Deposit? We have 30- 50 pay cards at any one time vs direct deposit of 2600 ACH credits. Some employees deposit to more than one account. 19) How much is the average size of a payroll? $2.7 million 20) Does the City issue any checks for payroll and if so, how many? We have mandatory direct deposit. But we may issue a few checks each pay period if a new employee has not given us their paper work yet. 21) Please describe the City's process for initiating a payroll file? The City uses JDE software. We upload our file, using the internet, to First National Bank through their Cash Management system Addendum 1 — 7266 Banking Services Page 3 of 18 • List any known or anticipated banking structure changes for the banking industry in general for the next five years. Please be specific. • List all recent or anticipated merger, acquisition, or charter change to the Bank that could affect the City in the next five years. Please be specific. • Describe the type of insurance policy the bank carries on held funds and funds in transit. State the name of the insurance provider. g. Emergency Services and Disaster Recovery • Describe the bank's disaster recovery plan in detail; when was the plan last updated? Tested? o What is the location of the off -site facilities? o How quickly can the off -site facilities be activated in case of an emergency? o Has the emergency services and disaster recovery plan been implemented for a real disaster? Please provide a narrative describing the situation. o What is the contingency if the regular disaster back-up site is unavailable and prevents work from being processed on a same day basis? • Does the bank compensate in the event of a loss? DESCRIPTION OF CURRENT ACCOUNTS AND SERVICES BEING PROVIDED TO THE CITY h. Overview of Current Banking Services First National Bank of Fort Collins is the current provider of banking services for the City. The current banking relationship includes the following accounts and services (detailed descriptions provided below): 1. Item processing (credits and debits: including cash/ check clearing, Automated Clearing House deposits — ACHs and Electronic Funds Transfers — EFTs). 2. Receipt/disbursement accounts and safety deposit boxes. 3. Out -going and incoming wire services. 4. Lock -box processing for utility payments and sales and use tax payments. 5. Daily armored car courier service. 6. Daily transfers via online cash management system. 7. Account statements, reports and account analysis. i. Accounts and Services i. Item processing 1. Receipts Deposits are collected from several City locations and taken to the bank where they are credited to the City's checking account. The bank also credits payments received from customer utility bills and sales tax receipts through a lock -box arrangement with the City. The bank collects payments on behalf of the City in the form of cash, check, account transfer, wire transfer, EFT and ACH. RFP 7266 Banking Services Page 12 of 32 2. Disbursements The City processes its general payroll every two weeks and its pension payroll monthly. City employees have the option of receiving their payroll in the form of a paycard or a direct deposit. For direct deposit, the City provides the bank with a file containing all account information, and the bank handles the transfer. The City processes its accounts payable checks regularly on Thursday of each week. ii. Accounts and Safety Deposit Boxes 1. Operating account Primary depository account for utility payment receipts, sales tax receipts and customer deposits/payments. This account is swept to a zero balance each morning into a local government investment pool. 2. Payroll account Disbursement account used for bi-weekly and monthly payroll. 3. Accounts payable account Disbursement account used for all accounts payable checks, EFT, wires and ACH withdrawals. 4. Additional special accounts 1. Self insurance account (payment of claims) 2. HOME program account (receipt of federal grant draws) 3. CDBG account (receipt of program income, grant draws, etc.) 4. Check clearing fund (receipts with insufficient funds, closed accounts, are debited from this account) 5. Utility Funds' mini -checking account (low balance, low transaction account used by the City's utility funds for misc. payments) 6. Three checking accounts used for credit card receipts 7. Municipal Court checking account 5. Safety deposit boxes One large (Y by 6" by 12") box is required for use by the City. s pfq{ iii. Wire`serwces .Aar Ac-- 4 The City uses the fed wire system as aary-form of payment distribution. Both incoming and outgoing wires are handled by the City's primary banking relationship. iv. Lock box processing The Lock box must have a Fort Collins postal address. The City has a lock box arrangement with its current bank. Items are processed centrally at the primary bank location and credited directly to the City's account. v. Armored Car Courier Service The City's current banking services includes an armored car courier service that picks up deposits and receipts on a daily basis. The deposits are taken directly to the bank and credited to the City's account. RFP 7266 Banking Services Page 13 of 32 vi. On -Line Services On-line services will include the ability to review balance reporting for all accounts (prior day, current position, and lockbox availability), view disbursement account activity and initiate stop -payments, generate wire and ACH and book and drawdown transfers, and allow the setup of repetitive transfer templates. vii. Account statements, reports, and account analysis The bank provides: • Detailed account statements (hardcopy reports and data files) - Monthly • Detailed account analysis - Monthly • CD-ROM containing images of cleared checks- Weekly • Credit card merchant statement - Monthly • Faxed copies of ACH returns — as needed J The bank calculates all costs for services that are off -set by an earnings credit from compensating accounting balances. The account analysis statement depicts costs that are directly related to the number of transactions (for example, lock box processing, credit card processing, etc. X_ _ RESPONSE ITEMS FOR ACCOUNTS AND SERVICES j. Proposal for Accounts and Services • Proposals from banks must include a description for providi ��gg accounts and services:. o This should be a detailed technical and narrative respor ability to provide and availability of the services itemized i, o Information provided in this narrative portion of the proF _ _�— the order described in Section XI. — o The narrative should adequately describe how the services proposed by the bank match the current banking services requirements of the City. o The narrative should provide a detailed description of the bank's proposal for the City's account structure, including the number and type of accounts, the relationship between the accounts, and the ability to transfer and track account balances. • Please include a description of all reporting and communication methods and identify any customer service issues. • All proposals for accounts and services must provide the minimum level and type of services described in Section XI. Any variations from the services currently used by the City must be expressly listed. • Proposals for accounts and services should be limited to services that provide, or are directly related to, the services described in Section XI. Any enhancements to the services described in Section XI must be provided in Section XIII: Additional or Future Services. RFP 7266 Banking Services Page 14 of 32 k. Additional or Specific Response Items Related to Accounts and Services • For each of the services desired by the City, explain how the bank will be compensated for its services. • Describe how all charges for services and supplies are to be paid. Include all itemized costs for services on Attachment B- Service Pricing Form included with this RFP. • Describe the process required for the City or the bank to change or amend procedures. • State the procedure for dating the deposits that are delivered to the bank by courier. Is there a specific cut-off time for deposits to be credited on the same day as deposited? Will they be dated as of the calendar day of delivery, especially on the last working day of the month? • Describe how deposits will be listed on the bank statements. • Please provide a detailed narrative describing your bank's controlled disbursement and positive pay processes. • Describe the formats and media the bank's computer system accepts: - Checks issued and deposits for the month (City providing information to the bank) - Paid items and deposits received (bank providing information to the City) - All exceptions to the above. • Describe how the bank;will provide check cashing services for City employees with City checks who do not have an account with the bank. • Indicate the cost of accounts for new City employees using direct deposit or for current employees who change to direct deposit. • Describe how the bank will use Electronic Data Interchange, Electronic Funds Interchange or other technological methods to pay City invoices. • Describe armored car service to the City according to the schedule provided at Attachment D. Include all costs and describe how this service would operate. If unable to provide this service, explicitly describe an alternative arrangement. • Please address the following daily cash management and investment issues - Minimum balance for accounts - Method used for handling daylight overdrafts - How and when the bank will notify the City when an account on direct deposit is closed - Requirements for notification of cancellation of direct deposits, both before and after the tape is processed by the City and provided to the Bank - Describe the time variance between processing the direct deposit tape by the Bank and the official release date of funds I. Performance Indicators The Bank Administration Institute has established quality indicators for services contemplated in this Request for Proposal. Does your bank measure performance using these indicators? If so, please indicate the measurements reported for the most recent RFP 7266 Banking Services Page 15 of 32 Annual BAI survey. If not, please provide other indicators of the quality of services that your bank would provide to the City. m. Implementation • Provide a copy of all documents the bank will require to implement the services that it would provide to the City. • Provide a detailed description of the implementation process, including testing, and a sample implementation schedule. • What is the average lead time required for implementation? What are the critical factors that may impact the lead time? • Describe the training the bank will provide for the implementation, including materials to be supplied by the bank or required of the City. D. Future Services and Enhancements The following are examples of areas that a bank could provide service enhancements. The list is intended to be illustrative, not limiting. a. Credit Cards. b. Additional Services at City Locations The City is interested in the bank's ability to provide banking services to specific City locations that may benefit City customers and employees. For example, a bank may be willing to set up a limited banking services site at City locations that have high service demands. Another example would be providing Automated Teller Machines at certain sites. c. Short-term Financing From time to time, the City may need to have short-term, emergency financing available. Please indicate the bank's willingness to have such "on -demand" short-term financing service. Please explain the minimum and maximum amount and term of the financing. Please indicate the procedure and time frame to arrange such financing. d. Small Scale Financing Occasionally, the City or its component units need to conduct short-term borrowings. Please indicate the bank's interest in participating in small, short-term borrowings. The City would like to know how competitive the bank could be in such situations. e. Bond Issues and Lease -Purchase Transactions The City is a regular issuer of long-term bonds and lease -purchase transactions. Please indicate if the bank has the capability, interest, and competitiveness to bid on such transactions. Does the bank have the experience and capability to provide financial advisor for competitive sale bond issues? f. Training Programs for City Employees Many of the City's employees have an interest in investing, economics, finance, and banking. Please describe any training or educational programs the bank may provide to employees of their clients. Please indicate the banks level of interest in partnering with the City to provide such a program for its employees. RFP 7266 Banking Services Page 16 of 32 g. Technological Advances The City is interested in technological advances that the bank has to offer. Please identify areas of technology in which that the bank is proficient. The City is continuously seeking methods to use technology to improve productivity and enhance customer service. h. Other Enhancements The City is continuously striving to keep up with advances in the finance and banking fields. Please indicate any other services or capabilities that your institution believes would be beneficial to the City of Fort Collins. The Finance Department is always interested in suggestions to improve the way it conducts its financial procedures and affairs. Practical suggestions may or may not be considered in the evaluation of the proposal. E. ATTACHMENTS A. Certification by Institutions Responding to the Request for Proposals B. Service Pricing Form C. Proposal Preparation Checklist D. Armored Car Courier Service Stops E. City of Fort Collins Standard Services Agreement RFP 7266 Banking Services I Page 17 of 32 ATTACHMENT A - CERTIFICATION BY INSTITUTIONS RESPONDING TO THE REQUEST FOR PROPOSALS City of Fort Collins Request for Proposal: 7266 Banking Services Proposal Certification The undersigned hereby affirms that: He or she is a duly authorized agent of the Bank issuing this proposal and that all information provided in the proposal is true and accurate; 2. He or she has read the conditions and specifications that have been made available to the bank in conjunction with this RFP and fully understand and accepts these terms unless specific variations have been expressly listed in the bank's proposal; 3. The bank will follow and adhere to all terms and conditions and provide, at a minimum, all services as expressed in the RFP and the bank's proposal responding to the RFP; 4. The bank is qualified as a public depository as required in this RFP or, if not, has submitted a Justification for Consideration addressing any failure to meet the criteria; 5. The bank's proposal is offered independently of any other proposer and is in full compliance with the terms specified in the RFP; 6. The bank will accept any awards made to it, contingent on contract negotiation, as a result of this RFP for a minimum of ninety (90) calendar days following the date and time of the bid opening; and 7. If awarded a contract, the bank warrants that it will not delegate or subcontract it's responsibilities without the express prior written permission of the City of Fort Collins. Signature of Bank Official: Name of Official (typed): _ Title: Name of Bank: Date: Note: Proposals submitted without the manual signature of an authorized agent of the bank may be considered non -responsive and ineligible for award. RFP 7266 Banking Services Page 18 of 32 ATTACHMENT B - SERVICE PRICING FORM PRICING SCHEDULE Annual Number of Items Cost per item or Annual Cost of Type of Service Processed Monthly Charges Service A. Depository Services Demand Accounts & Activity Interest -bearing demand accounts 4 Non -interest bearing demand accts 8 Balance transfers 1,500 Deposits by check (local) 446,000 Payment of checks (clearing) 32,052 Check redeposit 700 Stop payments 200 Returned checks 700 Banking Supplies Checks 1,000 Demand account deposit slips 4,000 Currency exchange 120 Cashier's checks 1,000 Safe deposit box 1 Coin wrappers I 3,000 Petty cash requests 60 Locking money bags 90 B. Automated Clearing House Originated — Debit/Credit 182,000 Return Items 225 Batch Items 180 C. Wire Transfer Services Incoming domestic 125 Outgoing domestic 750 Incoming international 10 Outgoing international 10 D. Lock Box Service Utility payments 258,000 Sale & Use tax payments 40,000 Pages Shredded 300,000 E. Controlled Disbursement, Account Recon and Positive Pay Item Recon & Positive Pay 32,052 Reconciliation Reports 12 RFP 7266 Banking Services Page 19 of 32 PRICING SCHEDULE (cont.) Annual Number of Items Cost per item or Annual Cost of Type of Service or Dollars Processed Monthly Charges Service F. Information Reporting Account statements (hardcopy rpt) 144 Account statements (file) 144 Cleared checks images (CD-ROM) 26 Account analysis 12 G. On -Line Banking Service Access 3 H. Armored Car Courier Number of City locations 20 Number of pickups 3,000 I. Bank Representatives to Work with City 2 TOTAL ANNUAL COST OF SERVICE for 2012 TOTAL ANNUAL COST OF SERVICE for 2013 TOTAL ANNUAL COST OF SERVICE for 2014 TOTAL ANNUAL COST OF SERVICE for 2015 TOTAL ANNUAL COST OF SERVICE for 2016 TOTAL COST FOR FIVE YEARS Current Earnings Credit Rate on Compensating Balances RFP 7266 Banking Services Page 20 of 32 ATTACHMENT C - PROPOSAL PREPARATION CHECKLIST City of Fort Collins Proposal Checklist Part 1. The Proposal Title Page Table of Contents Executive Summary Response to Section X Response to Section XI Response to Section XII Response to Section XIII Account Analysis Form Samples of Bank Transaction Form, Supplies, and Reports Executed copy of Attachment A - Certification by Institutions Responding to the Request for Proposals Completed copy of Attachment B- Services Pricing Schedule Appendices Part 2. Additional Items (not bound with the proposal) Signed Letter of Transmittal Written Justification for Consideration (only for banks that do not meet the minimum requirements) Three (3) most recent Financial Statements Proprietary or confidential information Please cross-reference such information to the appropriate section of the bound proposal RFP 7266 Banking Services Page 21 of 32 Purchasing Cards: Purchasing Card services is not included as part of this RFP. The Banking Services RFP is only looking for the general type and scope of services that you provide in this area. 22) Does the City currently use a Purchasing Card program? Yes If yes: Who is the current provider? UMB Bank 23) What was the annual card volume in 2010, in dollars and transactions? $8,491,322 24) How many cards does the City have? Approx. 850 25) How many transactions were processed in 2010? 34,176 26) What network is on the card (Visa, MasterCard, etc.)? VISA 27) How are the cards utilized i.e. travel, purchase card, accounts payable, fleet, etc.? Purchasing card assigned to authorized individuals for small dollar purchases (under $5,000) and some Accounts Payable. 28) Does the City utilize the card issuer's reporting tool or a third party reporting tool? Visa Information Source system. Who is the City's current Credit Card processor? UMB Bank (for purchasing card transactions only). Not for transactions paid to the City using customer's credit card. Miscellaneous: 29) Please confirm the actual due date of the proposal? Page 5 refers to 9/7/2011 and page 8 refers to September 5, 2011 as a due date. The final due date is 9/7/2011. 30) Over the City's 25 year relationship with First National Bank, how many times has the City put their banking services up for bid? The City issues RFPs for Banking Services every 5 years. 31) In the last 25 years, has the City awarded any of its various Banking Services to banks other than First National? CC Services to PPI, Custody Services to Wells Fargo, Paycards to Global Cash Card, and Purchasing cards to UMB. 32) Under what circumstances would the City consider moving all or some of its banking relationship to a new financial services provider? Determined by RFP. 33) One of the City's highest ranking criteria points is cost. Would the City be interested in value added services, even if it increased your current fee structure? Depends on the service and the related cost. 34) Under Banking Supplies — could you please define "Currency exchange"? Provide examples of deposit slips or forms for foreign currency deposits if they are different from regular deposit forms. 35) Is the City looking at implementing any new software or changing any in-house processes? No. Addendum 1 — 7266 Banking Services Page 4 of 18 ATTACHMENT D-ARMORED CAR COURIER SERVICE STOPS City of Fort Collins Banking Services Armored Car Courier Service Stops Facility Street Address Service Frequency Day of the Week City Finance Department 215 N. Mason, 2nd Floor 5 times a week Customer Information Services 117 N. Mason Street 10 times a week Municipal Court Office 215 N. Mason, 1" Floor 5 times a week Recreation/Northside Aztlan Center 112 E. Willow 5 times a week Library 201 Peterson Street 5 times a week Museum 200 Mathews 1 time a week Friday Mulberry Pool 424 W. Mulberry 5 times a week EPIC 1801 Riverside Avenue 5 times a week Lincoln Center 417 W. Magnolia 5 times a week Senior Center 1200 Raintree 5 times a week Cemetery 1900 W. Mountain Ave. 1 time a week Parks Department 413 S. Bryan 1 time a week Collindale Golf 1441 E. Horsetooth Road 4 times a week City Park Nine Golf 411 S. Bryan Street 4 times a week Southrid a Golf 5750 S. Lemay Street 4 times a week TransFort 6570 Portner Road 1 time a week Parking Office 215 N. Mason, 15i Floor 5 times a week Parkinq Gara a 102 Remington Street 6 times a week Building Inspection 281 N. College 5 times a week Police 1 2221 Timberline 1 time a week Engineering 281 N. College 5 times a week RFP 7266 Banking Services Page 22 of 32 ATTACHMENT E-CITY OF FORT COLLINS STANDARD SERVICES AGREEMENT (SAMPLE) SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". W ITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of pages and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates RFP 7266 Banking Services Page 23of 32 provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. 4. Contract Period. [Option 21 This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. [Early Termination clause here as an option 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Copy to: Service Provider: City of Fort Collins City of Fort Collins Attn: Purchasing Attn: PO Box 580 PO Box 580 Fort Collins, CO 80522 Fort Collins, CO 80522 RFP 7266 Banking Services Page 24 of 32 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, per the attached Exhibit "A", consisting of pages, and incorporated herein by this reference. 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. RFP 7266 Banking Services Page 25 of 32 12. Warran . a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. C. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be RFP 7266 Banking Services Page 26 of 32 liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit B, consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 17. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. RFP 7266 Banking Services Page 27 of 32 18. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 19. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created r, Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: RFP 7266 Banking Services Page 28 of 32 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 20. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. RFP 7266 Banking Services Page 29 of 32 RFP 7266 Banking Services Page 30 of 32 ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney CITY OF FORT COLLINS, COLORADO a municipal corporation By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management Date: By: PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: (Corporate Seal) CORPORATE SECRETARY RFP 7266 Banking Services Page 31 of 32 36) The RFP page 14 — refers to a Section XI and XIII. We don't see these as part of the proposal. Where would they be found? Attachment C references Sections X, XI, XII and XIII — where would they be found? Refer to section IX.0 of the RFP. Attachment C reference to section X, section XI, section MI, and XIII should be eliminated and replaced with section IX of the RFP. 37) The RFP page 15 — item k-3 refers to "change or amend procedures." What procedures are you referring to? Any procedure that may change during the course of the relationship (e.g. who to contact or are written instructions required, etc) 38) In an effort to "go green" would it be acceptable to the City to access our investor relations website to obtain Financial Statements rather than paper copies? Yes. 39) How does the City currently use EDI for invoices? Currently does not use EDI for invoices. Utilities does allow online viewing of bills and statements. 40) How are wire transfers input/processed — in person, by phone, online or a combination? Online. 41) May we deliver the RFP in person? Please provide the physical address. Yes, the address is 215 N. Mason, Fort Collins, Colorado 80522-0580. Depository: 42) Does the City use Remote Deposit to deposit funds directly from any of the City's offices? a. If yes, how many scanners does the City use? b. If yes, what is the volyme of checks deposited via Remote Deposit? c. If no, would this be of interest to the City? The City has looked at remote capture but has not identified an opportunity for cost savings. All deposit locations accept cash ,that is picked up by the armored car service. The armored car picks up checks with the cash. 43) Who is the City's armored courier service? Does the City contract with this courier? Loomis. Contract through First National Bank. 44) How much does the City currently pay for its armored courier needs? Approximately $90k Annually 45) How often and at what time does the courier deposit items at the bank? Do you receive same day credit for'these items? Deposit time varies but it is before same day credit cutoff. 46) What is the interest rate paid on your interest bearing accounts and what are the associated average collected monthly balances in each of those accounts? .25% 47) Are all of the City's accounts (including interest bearing) part of the monthly Account Analysis? Yes. Addendum 1 — 7266 Banking Services Page 5 of 18 EXHIBIT " " INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. RFP 7266 Banking Services Page 32 of 32 48) For the non -interest bearing accounts, what is the aggregate (monthly): For all accounts including Interest and non -interest bearing: a. Average Collected Balance: 1.4 million for all accounts b. Average Ledger Balance: 2.2 million for all accounts c. Earnings Credit Rate: .25 d. FDIC Insurance Rate: Unknown 49) How much cash is deposited through the City accounts on a monthly basis? Approximately $160k total 50) How does the City determine/reconcile which deposits come from which Facility? The deposit slips identify each location. 51) What is the average cash deposit per day from each facility? Approximately $8k Total 52) What is the average check deposit per day from each facility? Varies by location with some locations have large seasonal differences. 53) How does the City currently initiate change orders? A change order form is sent with the armored courier. 54) How often are Change Orders initiated? Varies by department. Approximately 60 per year total. 55) What is the average dollar amount of change orders requested on a monthly basis? Unknown 56) Does the courier deliver change orders to the respective facilities? If so, please describe. Yes. Orders returned at next pick-up time. 57) Are any of the City's consumer deposited items converted to an electronic transaction (ACH) for faster availability? No. 58) Of the City's total deposited item count (446,000 annually) how many of these are consumer checks versus business checks? Unknown Returned Items: 59) Of the 700 Returned Checks the City receives each year, how many of those are redeposited versus charged back? The procedure is to automatically redeposit before charging back. 60) How do you receive your Returned Items? Online and Mail. SWEEP — Local Government Investment Pool: 61) What is the actual investment the City uses overnight, i.e. Repurchase Agreement; Commercial Paper? Colotrust or Csafe Investment Pool 62) What is the average balance maintained in the investment pool? 8 — 10 million 63) What is the current rate paid on the investment? Approximately .08 currently. Addendum 1 — 7266 Banking Services Page 6 of 18 64) Does the sweep invest all collected funds from the Operating account or does the City maintain a Peg Balance? If Peg, what is that amount? The City initiates the movement of funds to the LGIP (not an automatic sweep). There is not a peg amount for this account. Addendum 1 - 7266 Banking Services Page 7 of 18 Lockbox: 65) Does the City have two lockboxes — one for Utility Payments and one for Sales/Use Tax? Yes. 66) What is the volume for each type of payment: How many Utility Payments /mo. How many Sales/Use Tax payments/mo. Ave Utility = 20,000 & Ave tax = 3,200 67) Please provide specific lockbox instructions. See attachments. 68) Does the City receive an electronic transmission of lockbox items to automatically post into your account system? No. 69) What is the City's accounting software system, i.e. PeopleSoft; Oracle, SAP, etc.? JD Edwards 70) Can you provide a sample of your Utility Coupon and Sales & Use Tax Coupon? See attachments. 71) Do you currently receive images online of all of your lockbox items? Yes. a. If yes, how do you access the images? Trough the banks online banking system. 72) Is cash ever deposited through the lockbox and if so, how much on average? No. 73) Is the City's current lockbox Post Office Box(es) owned by the City or the Bank? Sales tax box and Utility box owned by the City. 74) How many lockbox payments does the City receive that are check only payments, i.e. initiated by an online bill payment system? Unknown 75) Do you have difficulty posting these items — when the coupon is not present? The Cashier Department posts all lockbox items. Receiving a coupon is preferable. 76) How much time do you spend researching these types of payments? Varies by situation. No estimate of average. Online Services: 77) Are all of the City's accounts set up for online reporting? Yes. 78) How many accounts are set up on Previous Day versus Intraday? 13 vs 11 79) How much extended storage (history) does the City have access to? 60 Days for disbursement checks and 24 months for lockbox. Credit Cards: Credit Card processing services will go out for RFP in 2012. The Banking Services RFP is only looking for the general type and scope of services that you provide in this Addendum 1 - 7266 Banking Services Page 8 of 18 area. The specifics requested below will be included in the Credit Card Services RFP in 2012. 80) Who is the City's current Credit Card processor? Payment Processing Inc. 81) Do you accept Credit Card payments online? If yes, can you briefly describe that service? Yes. An online billing and payment screen for utility customers. 82) Can you provide us with 3 recent months of Credit Card Statements? Will be provided under the CC RFP. 83) Are your credit card fees processed through the analysis statement? No. 84) What is the purpose of having three accounts for Credit Card receipts? To separate different cc payments for accounting purposes. 85) How many Merchant IDs does the City have? Will be provided under the CC RFP. a. Are they under 1 tax ID? 86) What are the makes and models of your existing credit card equipment? Will be provided under the CC RFP. b. What is the communication type dial or IPN? c. Do you own, rent or lease this equipment? 87) How many MIDs are for online payments? Will be provided under the CC RFP. d. What payment gateway are you using today? PayPal, Authorize.net, Cybersource, etc. e. Does the City accept eCheck (ACH) payments online? 88) What is the card processing breakdown by the following: Will be provided under the CC RFP. f. Card Present % g. Card Not Present h. Internet based 89) What MCC code is the City currently processing under? Are you using government, Utility and/or retail? Will be provided under the CC RFP. 90) What is your current funding time? Will be provided under the CC RFP. 91) Is the City currently accepting Pin -based debit? Will be provided under the CC RFP. i. If yes, what pin pads are you using today? 92) Are you PCI Compliant today? Will be provided under the CC RFP. 93) Are you storing credit card data today? Will be provided under the CC RFP. 94) Do you have recurring billing capability? Will be provided under the CC RFP. Addendum 1 — 7266 Banking Services Page 9 of 18