RFP 16-1347 Banking Services - Careersource Pinellas Web viewCSPIN requires a full array of on-line banking service such as the ability ... similar accounts and services with public

REQUEST FOR PROPOSALBanking Services

ISSUED April 4, 2016

RFP No. 16-1347

WorkNet Pinellas, Inc., d.b.a. CareerSource Pinellas is requesting proposals from qualified financial institutions to provide banking services as further specified herein. Financial institutions interested in submitting a proposal should review this entire document.

Proposals should be submitted by 5:00 p.m. EDT on May 6, 2016 to:

CareerSource PinellasAttention: Ed Peachey, President & CEO

5100 W. Kennedy Blvd, Suite 300Tampa, FL 33609

The official opening will be held at the CareerSource Pinellas conference room at 5100 W. Kennedy Blvd, Suite 300, Tampa, FL 33609 on May 6, 2016 at 5:00 p.m. EDT. Submitted RFPs will be recorded. Any RFP or portion thereof, received after the submittal deadline will not be considered and returned to the submitting entity. Questions may be submitted by email to Sheila Doyle at [email protected] until 5:00 p.m. EDT, April 19, 2016. Please reference RFP No.16-1347 in the subject line. Answers will be posted on the CareerSource Pinellas website at http://careersourcepinellas.com/rfps_&_bids by 12:00 p.m. EDT, April 20, 2016.

Action DateIssue RFP April 4, 2016Question and Answer period April 4, 2016 – April 19, 2016, 5 pm EDTRFP Due May 6, 2016, 5:00 pm EDTOfficial Opening May 6, 2016, 5:00 pm EDTEvaluation and Selection Begins May 6, 2016Award date* June 7, 2016

* Tentative date subject to the identification of a qualified respondent.

REQUEST FOR PROPOSALBanking Services

ISSUED April 4, 2016RFP No. 16-1347

Table of Contents

I. INTRODUCTION..................................................................................................3 II. SPECIFICATIONS............................................................................................3-8III. PROPOSER QUALIFICATIONS & REQUIREMENTS.....................................8-9IV. RFP TERMS & CONDITIONS.......................................................................9-11V. GENERAL CONDITIONS ............................................................................11-14VI. SELECTION CRITERIA...............................................................................14-15Appendix A – Organization Information..................................................................16Appendix B – Cost Proposal ............................................................................17-18Appendix C – Questionnaire.............................................................................19-20

CareerSource Pinellas RFP No. 16-1347 Banking ServicesPage 2

I. Introduction

ObjectivesThe Governing Board of CareerSource Pinellas, (hereafter referred to as the “Board”) is requesting competitive sealed proposals from qualified financial institutions. The intent of this request for proposal is to provide all qualified financial institutions an opportunity to submit proposals for banking services.

Background of OrganizationWorkNet Pinellas, Inc. d.b.a. CareerSource Pinellas (hereafter referred to as “CSPIN”) is a 501(c)(3) non-profit organization. The WorkNet Pinellas, Inc. Governing Board was appointed and designated by the Pinellas County Board of County Commissioners to act as the Pinellas County Workforce Development Board under provisions of the “Workforce Innovation Act of 2000”. WorkNet Pinellas, Inc. has requested and received certification as the Region 14 Workforce Development Board by Workforce Florida, Inc., the State of Florida Workforce Development Board. This public-private partnership supports and promotes economic growth through workforce development. WorkNet Pinellas, Inc. is one (Region 14) of twenty-four regional workforce boards in Florida. The Board of WorkNet Pinellas, Inc., comprised of representatives from businesses in Pinellas County, local educational entities, labor organizations, community-based organizations, economic development agencies, one-stop partners, and from other individuals deemed appropriate, are appointed by the Pinellas County Board of County Commissioners and certified by the Governor of the State of Florida once every two years. Criteria for composition of the Board are set forth in Section 117, Chapter 2, Subtitle B, Title I of the Workforce Investment Act of 1998. The Board of WorkNet Pinellas, Inc. serves as the Administrative and Fiscal Agent for the region.

II. Specifications

Scope of the RFPThe purpose of this Request for Proposal (RFP) is to obtain competitive proposals from qualified financial institutions who can demonstrate their ability to provide required banking services. CSPIN is interested in a smooth transition of banking services. Any costs associated with automation of CSPIN data and/or equipment necessary for transacting business should be included in this proposal.

CSPIN has an annual operating budget of approximately $17 Million. CSPIN has one checking account, one payroll imprest account and one savings account. The checking account covers the majority of CSPIN transactions. This account is used for the deposit of nearly all of CSPIN’s receipts and the disbursement of accounts payable. The payroll


imprest account is a separate account utilized only for payroll related transactions. CSPIN also has a savings account. CSPIN intends to maintain all specified banking services at one institution in order to maximize cash flow and minimize administrative costs.

Length of ContractThe term of this contract shall be for a 1 year period beginning date of execution with an option to extend for up to four (4) additional years, based on performance and funding availability.

Required Banking ServicesThis section lists all the services to be provided by the bank under this agreement. Banking services for all accounts are included in this RFP. Proposers should address all aspects A-N (below) in their proposal.

The following services will be applicable to all accounts unless otherwise specified in individual account descriptions. The following is a list of mandatory services CSPIN requires from the financial institution:

Banking supplies - The banking institution shall provide printed duplicate deposit slips as needed

Demand deposit checking account Excellent customer service & response - designated support for banking and online

transactions, trouble shooting and resolving issues in a prompt manner No minimum balance requirements Unlimited check writing Unlimited on‐line transfers between CSPIN accounts

The following are unique aspects of each account and any specific services required for the individual accounts:

A. Banking Needs (required)

CSPIN intends to select a bank that can provide banking services at the most reasonable cost. CSPIN requires one checking account, one payroll imprest account and one savings account. CSPIN requires these to be interest bearing accounts. Interest will be credited to the account monthly based upon the account's daily balance. The rate of interest and balance upon which interest is calculated must be specified. A statement each month showing how the interest earned was calculated will be required.


a) Checking Account - Operating Account (required)This account will have daily deposits and withdrawals. CSPIN will provide the checks. This account must have the ability to process electronic transactions such as wire transfers and ACH transactions.

b) Payroll Imprest Account (required)This account will have periodic deposits and withdrawals to correspond with the Organization’s payroll cycle. This account must have the ability to process electronic transactions such as wire transfers and ACH transactions.

c) Savings Account (required)This account is used as a savings account. The transactions affecting this account are transfers into and out of this account.

B. Wire Transfer Services (required)

CSPIN transfers funds by wire on a repetitive and non-repetitive basis to other banks. A standard wire transfer agreement will be executed with the bank. This proposal should include a copy of your standard transfer procedures and wire transfer agreement. CSPIN requires adequate security provisions and procedures. If the wire transfers requests are available on line, full information should be submitted detailing the use.

C. Automated Clearing House - ACH (required)

Currently, CSPIN does not process ACH transactions, but it is viewed as a desired component going forward. CSPIN would require the ability to generate ACH transactions for vendor payments and provider transmittals. The bank must be a “sending” bank on the Automated Clearing House System.

D. Standard Disbursing Services (required)

Standard disbursing services for all accounts are required to include the payment of all checks upon presentation.

E. Standard Deposit Services (required)

The bank must guarantee immediate credit on all incoming wire transfers and U.S. Treasury checks upon receipt and all other checks based on the bank’s published availability schedule. The Bank should specify in their proposal their deposit requirements and commercial and retail deposit locations, including night deposit services and procedures.


Unless otherwise directed, the Bank will automatically redeposit return items a second time. Items returned a second time would be charged to the appropriate account and returned promptly to CSPIN.

Deposit discrepancies, should any occur, will be brought to the attention of the Finance Director or her designee on the same day the discrepancy is found.

F. Monthly Statements (required)

CSPIN requires monthly account statements, both paper and electronic, that show a listing of deposits and withdrawals with detail and the amount of interest earned on interest-bearing accounts. The statement date will be the last calendar day of the month. The monthly paper statements are to be received within ten business days of the next month. Bank statements will be available online no later than the first working day of the month.

Monthly statement will include return of checks or scanned copies of checks. Alternatively, CSPIN is interested in check image information to be on a CD-ROM for easy storage and research. The CD-ROM would include images of both the front and the back of checks.

G. Account Analysis (optional)

CSPIN does not currently have a full account analysis on a monthly basis but is interested in receiving information regarding this option and the fees associated with it. The format of the account analysis statement should be designed to accommodate the information contained in the contract. The analysis must identify the quantity, unit charge, and extended price for all items charged. The earnings credit and earnings rate shall be shown on the analysis. The monthly analysis statements should be received within twelve business days of the next month.

H. Online Banking Services (required)

CSPIN requires a full array of on-line banking service such as the ability to view the status of checks, stop-payments, on-line wire transfers, bank statements, etc. The system should be secure, easy to use and web-enabled. The information should include current month’s activity for all transactions (deposits, checks cleared, other debits and credits, monthly bank statements, etc.). CSPIN also desires the ability to process transactions on this account on-line such as wire transfers; ACH initiations; stop payments on checks; etc. Specify hardware, software requirements, as well as functionality.


I. Account Executive (required)

An account executive must be assigned to the account to coordinate the account services and expedite the solution of any problem. A trained and competent backup for the account executive, familiar with the account, should be assigned in the proposal. Identify the name, contact information and a brief biography of the account executive to be assigned to the account.

J. Stop Payments (required)

The proposal must include a statement on the proposed stop payment process on an automated or manual basis. The proposal should describe stop payment services including a) online stop payment services; b) confirmation requirements; and c) duration of stop payments and renewal processing options.

K. Credit Card Payment Services (required)

CSPIN currently accepts MasterCard, Visa, Discover and American Express credit card payments as a method of receiving funds. The proposal should include the cost on either a fee amount or percentage basis for all costs associated with the acceptance of credit card payments.

L. Positive Pay (optional)

Currently, CSPIN does not have Positive Pay services, but is viewed as a desired component going forward. Specify the process and fees involved with this service option.

M. Collateral Security Agreement (optional)CSPIN requests that all banks include information regarding the potential of entering into a Collateral Security Agreement to guarantee deposits in excess of the FDIC limits of $250,000. Specify the process and fees, if applicable, involved with this service option.

N. Additional Services (optional)

If new services become available and are provided during the period of this contract, they will be charged with the same conditions that apply to existing similar accounts or services at the time.


Definition of Services:

Required Services - Services that must be provided by the selected financial institution. Except for non- substantial deviation or acceptable alternatives, all services listed as required are mandatory. CSPIN intends to maintain all specified banking services at one institution in order to maximize cash flow and minimize administrative costs. CSPIN will not consider proposals for partial services.

Optional Services: Any se rv i ces not otherwise identified in this Request for Proposal that the bank may desire to offer to CSPIN. In the event the bank desires to offer additional services, a supplemental attachment should be included which describes the service in detail and indicates the cost, if any. Additional services may be offered to CSPIN for free or at the cost specified by the bank. Proposals are not required to offer any additional services in order to be considered acceptable. However, final selection of the successful bank may be based on the desirability and price of additional services offered.

III. Proposer Qualifications & Requirements

Proposer(s) may be any organization(s) organized in accordance with state and federal laws. Responses may only be submitted by a single entity and not a collaboration of partners. CSPIN will solicit offers from, award contracts to, and consent to subcontracts with responsible contractors only. To insure the integrity of the proposal, CSPIN prohibits the use of sub-contractors.

Financial Institution must meet the following standards: Authority to offer banking services. Institution must hold a charter from either the

United States Government and/or the State of Florida. Access to the Federal Reserve System. The institution must be a member of (or have

access to) The Federal Reserve System and have access to all Federal Reserve System services.

Legal Compliance. Institution must be in compliance with all applicable laws, rules, regulations, and policies of the State of Florida, and the United States.

Local Banking Offices. Institution must have an established office or local branch with a full range of services within the Cities of Clearwater and Tampa, Florida.

Respondent must provide evidence of sound financial condition and include their Dunn & Bradstreet Number as part of the proposal.


Debarment and Suspension: As required by the regulation implementing EO No. 12549 and 12689, Debarment and Suspension, 29 CFR 98, the Vendor must not be presently nor previously within a three-year period preceding the effective date of the award, debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency. CSPIN will not award a contract to parties listed on the GSA List of Parties Excluded from Federal Procurement or Non-Procurement Programs.

Compliance with all Government Laws

The bank shall remain informed of, and shall comply with, all applicable laws, ordinances, rules, regulations, and orders of the State, Federal, or any other public bodies, which apply to work performed under this proposal. The bank shall provide all necessary safeguards and protections as set forth by the United States Department of Labor, Occupational Safety, and Health Administration.

IV. RFP Terms and Conditions

RFP ResponseEach Respondent is required to submit their response to this RFP no later than the RFP due date and time. The delivery of the RFP is solely and strictly the responsibility of the Respondent. A RFP received after the due date and time will not be considered fully responsive.

Only proposals submitted in the prescribed format and using the exhibit forms provided will be evaluated for contract award.

Responses should be submitted on 8 ½” X 11” pages, printed or typewritten and single-spaced. Text should be presented single-sided on each separate page, a minimum 12-point font size.

The proposal document should have section dividers that relate to the table of contents.

All information should be as complete, specific, and concise as possible.

Deliver to name and address as specified on page 1 of this document.

Do not include this RFP document in your proposal.

Do not respond to any questions by referencing material presented elsewhere. A response of “will comply” or “see above” or similar statement shall be considered unresponsive.

Submissions must include:


o 1 signed paper original and 3 paper duplicate copies of RFP Response. The original should be stamped or marked “Original”; the copies, marked “Copy”.

o The proposal submissions must be submitted in a sealed package and clearly marked in the lower left‐hand corner “RFP – Banking Services”. All proposals must be received by the RFP due date and time. No faxed, e‐mailed or telephone proposals will be accepted.

o 1 flash drive on which the response is saved must be included in the sealed package. Please format the text in a Word document. PDF submissions will be considered non-responsive.

The response must follow the outline below.

1) Cover Page

2) Company Information Use Appendix A. Company Information and include name and title of Company’s contact representative. Appendix A should include signature from authorized agency representative.

3) Table of ContentsInclude table of contents referencing sections 4 – 8 below

4) Description of Vendor’s Organization and Qualificationsa. Describe the organization’s mission.b. Describe the administrative and financial management capabilities of the

organization.c. A description of the experience and past performance record of the proposer

in providing proposed products and/or services and its role as a vendor within the State of Florida from July 2011 to present. List the company name, and contact name and contact information.

d. Describe how your institution meets the required standards listed in III. Proposer Qualifications and Standards

e. Specify whether your organization registered as a Certified Business Enterprise with the State of Florida.

f. Organization name, address and telephone number of the Respondent’s offices in Clearwater and Tampa, Florida. List any other offices, within Pinellas and Hillsborough counties.

g. Implementation Timeline – Describe a timetable for transition.


5) Proposal Minimum Requirementsa. Proposals must address each item listed under Specifications, Required

Banking Services, Sections A - N, giving specific details to be used in meeting the requirements. Proposals may be rejected if minimum requirements are not met.

b. Proposals should include any additional information that the respondent deems pertinent to the understanding and evaluation of the bid. The information provided on the proposal will be reviewed and scored by the Selection Committee based on the evaluation criteria.

6) Cost Proposal Use information provided in Appendix B. Cost Proposal, Interest & Fee Schedule and describe details for conditions. Proposals must address each item listed, giving specific details to be used in meeting the requirements.

7) Required Financial Institution InformationPlease provide your response for all questions in Appendix C – Institution Questionnaire

8) Other Required Information All banks must provide, as attachments to the proposal:

audited financial statements for the most recent fiscal year, sample account analysis format sample contract sample monthly statement sample wire transfer agreement, if separate statement regarding any recent or foreseen merger or acquisition

V. General

All responses become the property of CSPIN and will be a matter of public record subject to the provisions of Chapter 119, Florida Statutes. Each firm submitting a response to this RFP agrees that the preparation of all materials and all presentations are at the respondent’s sole cost and expense, and CSPIN shall not, under any circumstances, be responsible for any costs or expenses incurred by a respondent.

Final award of a contract will be contingent upon:

identification of a respondent qualified and capable of providing the services sought by CSPIN in this RFP;

successful negotiation of a contract at a price CSPIN determines to be fair, competitive and reasonable; and availability of funding.


A. Pre-Proposal Question and Answer PeriodThe pre-proposal question and answer period is intended to provide all respondents with information and clarification prior to the preparation of the RFP proposal. Questions can be submitted by email to Sheila Doyle at [email protected] during the question and answer period. Answers will be posted on the CSPIN website at https://www.careersourcepinellas.com/rfps_&_bids. See page 1 for dates.

B. Possibility of Additional ServicesCSPIN reserves the right to request additional services. If the Respondent is engaged to perform these additional services, the scope and fee will be negotiated in a separate contract to be awarded as a result of this solicitation. Such contract modification agreements, including provisions for additional fees are valid only if approved by both the Respondent and CSPIN.

C. Selection ProcessThe Selection Committee will review and score each proposal and present the results along with their recommendation to the Board. After approval by the Board, CSPIN intends to enter into contract negotiations with the selected financial institution. Should CSPIN be unable to negotiate a final contract, negotiations with that firm will be formally ended and negotiations will be undertaken with the next ranked Respondent. These negotiations could include al l aspects of services and fees. The bank designated as CSPIN’s official bank shall be expected to execute a contract in substantially the same form as the sample contract submitted with the proposal. The contents of this RFP and the proposal submitted by the successful respondent may become part of any contract.

D. ContractThis RFP and the evaluation and selection process shall in no way be deemed to create a binding contract or agreement of any kind between CSPIN and any respondent. All legal rights and obligations between the successful respondent, if any, and CSPIN will come into existence only when a contract is fully executed by both parties, and the legal rights and obligations of each party shall at that time be only those rights and obligations which are set forth in the contract and any other document specifically referenced in that contract. The contract should be fully executed no later than September 1, 2016.

E. Improper Business Relationships In connection with this RFP, each respondent shall ensure that no improper, unethical, or illegal relationships or conflicts of interest exist between or among the respondent, CSPIN, and any other party to this RFP. The respondent is responsible for disclosing, at the point of response submission, any such relationships. CSPIN reserves the right to determine the materiality of such relationships, when discovered or disclosed whether intended or not, and to decide whether or not respondent disqualification and/or


cancellation of contract shall result. Such disqualification and/or cancellation shall be at no fault or liability whatsoever to CSPIN.

F. Appeal ProcedureFrom the date/time of selection, any firm has 72 hours (3 business days) in which to file a written appeal/protest with the President/CEO at the address included within this RFP. Any Appeal(s)/Protest(s) will be heard by the Executive Committee. The decision of the Executive Committee is final.

Conditions of this RFP - Reserved RightsThe issuance of this RFP constitutes only an invitation to present a response. All information provided by CSPIN in this RFP is offered in good faith; CSPIN makes no certification that any item is without error. CSPIN is not responsible or liable for any use of the information or for any claims attempted to be asserted there from.

The rights reserved by CSPIN, which shall be exercised in its sole and absolute discretion, and shall be at no fault, cost or liability whatsoever to CSPIN, include without limitation, the right to: Supplement, amend or otherwise modify or cancel any provisions set forth in this

solicitation at any time. To accept or reject any or all responses, to re-advertise this RFP, to postpone or

cancel this process and to change or modify the time line at any time. Disqualify any respondent that submits an incomplete or inadequate response or is

not responsive to the requirements of this RFP. Disqualify any respondent who demonstrates less than full understanding of this RFP

in its entirety. Waive any defect, technicality or irregularity in any response received. Require additional information and/or oral presentation from one or more respondents

to supplement or to clarify the response submitted. Determine whether the respondent’s written or oral representations are true, accurate

and complete or whether the respondent has adequately responded and has the necessary experience, including seeking and evaluating independent information on any respondent.

Consider any information submitted that is not requested by CSPIN in a response as supplemental information and not subject to evaluation by the selection committee or Board.

Accept or reject in part or entirely the firm’s pricing. CSPIN prohibits the changing of pricing and/or revenue responses after the RFP closing date and time except through the negotiation process. Unless otherwise specifically proposed by the respondent, CSPIN reserves the right to hold such pricing and/or revenue response as effective for the entire intended contract term.


End contract negotiations if acceptable progress, as determined by the President/CEO, is not being made within a reasonable time frame.

Change specifications and modify contracts as necessary to (a) facilitate compliance with the legislation, regulations and policy directives, and (b) to manage funding.

Request additional services. If the respondent is to be engaged to perform any additional services, the scope and fee will be negotiated in a separate contract to be awarded as a result of this solicitation. Such contracts, including provisions for additional fees, are valid only if approved in writing by both the respondent and CSPIN.

Modify this RFP or issue supplementary information or guidelines during the proposal preparation period prior to proposal due date as specified on page 1 of this document. Modifications or additions may be made as a result of questions submitted. Written notification of any such change will be posted to the CSPIN website: www.careersourcepinellas.com/rfps.

VI. Criteria For SelectionProposals will compete with and be ranked against other proposals which are most equivalent in meeting the RFP Criteria, responsiveness to the RFP, ability to perform required services, cost reasonableness and administrative and financial management capability. Although fees and compensation will be a vital factor in the evaluation of proposals, acceptance of a proposal will be based on the total package of services, qualifications, fees and compensation offered by the banking institution.

Proposals will be evaluated by CSPIN staff and/or board members. Evaluations will be based upon criteria outlined below.


CRITERIA WEIGHT FACTOR1. Responsiveness to the RFP Criteria

CSPIN will consider all materials submitted to determine whether proposer’s offering is in compliance with the RFP. Specifically, does the proposal:

contain submission information requested in the Response Section IV? address each element in Section II., Required Banking Services, A- N? include Appendices A-C?

10 Points

2. Dimension of Services

The Proposer is able to provide the type and scope of services specific to the RFP Specifically, does the proposal contain satisfactory information related to (specific to Section II Required Banking Services, A- N):

required banking services? optional banking services including how the institution could assist CSPIN in

providing convenient ways to receive payments from businesses at low or no cost?

Appendix C Questionnaire?

35 Points

3. Cost Reasonableness

The Proposer’s quotes contained in the proposal reflect reasonable costs for the items requested in the RFP. Additional factors may include:

CSPIN will look at the proposed interest rate to be earned on the bank accounts.

CSPIN will look at proposed fees for banking services. CSPIN will look at proposed fees for payment(s) received via credit card

20 Points

4. Administrative and Financial Management Capability

CSPIN will review the organizations Proposer Qualifications & Requirements (Section III ) and RFP Terms and Conditions (Section IV - 3) for evidence of the strength, long term viability and capacity to perform the contract.

The following will be considered by CSPIN in determining whether an organization provides evidence of administrative and financial management capabilities

respondent’s mission and customer service philosophy ability of organization to provide an Account Executive with whom CSPIN can

work to expedite banking issues and contracts; proposed Account Executive displays the skills and experience to provide the

services required; organization and/or Account Executive has relevant experience managing

similar accounts and services with public sector and/or similar sized commercial clients.

organization is registered as a Certified Business Enterprise with the State of Florida.

the financial institution is located within Pinellas and Hillsborough Counties. respondent has provided a timetable for transition. ability to offer a Collateral Security Agreement organization’s involvement in and support of the local community Respondent’s submitted required supplemental information is satisfactory:

a) audited financial statements for the most recent year.b) sample account analysis, contract, statement & wire transfer agreementsc) evidence from the state of federal bank regulator that the institution is not

currently under a formal or informal regulatory direction or board enforced resolution.

35 Points

TOTAL SCORE 100 Points


Appendix A – Respondent InformationBanking Services

RFP No. 16-1347

ORGANIZATION INFORMATION

Company Name:

Street/Mailing Address: City: ZIP: County: Company Contact Person: Title: Phone: Ext. Fax: Email Address: Website Address:

Date of Inception: Years in Business:

Total # Full-time Employees at this location:

Legal Structure of Business: Sole Proprietor

Partnership Corporation

Non-profit

Leased Other(please indicate)

Employer’s Federal ID #: Unemployment Comp ID #: Dunn and Bradstreet. #: Primary NAICS and or (SIC) Code:

Is your company current on all State of Florida tax obligations?

YES NO

Description of your business, product(s) and/or service(s):

Authorized Signature(1): ______________________________

(1) Signature required by an individual who has the authority to bind the Company to the RFP

"Execution hereof is certification that the undersigned has read and understands the terms and conditions herein, and that the undersigned's principal is fully bound and committed."


APPENDIX B – COST PROPOSAL INTEREST & FEE SCHEDULE

RFP #16-1347 – Banking Services

Any and all anticipated service charges must be provided to be applicable under the agreement. Costs should be individually itemized and thoroughly explained. Provide interest rate(s) and how interest earned is to be calculated for each account. Cost proposals must be executed by an official of the institution in a position to commit the institution and provide services in accordance with these terms and conditions.

The below information is provided to assist with rate calculations.

Operating Account Volume (12 Month period)Average Monthly Positive Ledger Balance $556,000Average Monthly Deposits $1,359,000Average Monthly Checks $561,000Average Monthly Withdrawals/Other Debits $787,000Average Monthly Number Deposits/Credits 69Average Monthly Number Withdrawals/Debits 207Average Monthly Number of Wire Transfers 5

Payroll Imprest Account Volume (12 Month period)

Average Monthly Positive Ledger Balance $84,000Average Monthly Deposits $1,135,000Average Monthly Withdrawals/Other Debits $1,128,000Average Number Monthly Wire Transfers 4

Savings Account Volume (12 Month period)Average Monthly Positive Ledger Balance $263,000Total Deposits $104,000Total Withdrawals/Other Debits $43,000Number Deposits/Credits 2Number Withdrawals/Debits 2


In addition to recurring service charges include onetime fees as outlined below:

One Time Fees Charge Per Item

Electronic Credit Payment ServicesPoint of Sale Terminal (Lease and Purchase option)Printer

Banking ServicesBank BagsEndorsement Stamps - Self InkingDeposit Slips (two part)

Interest Calculation: The financial institution will provide an interest bearing account. Provide the interest rate (fixed or variable) and identify how interest will be calculated and credited. Be specific. Provide separate schedule for each account, if rate or method of calculation is different.

General Operating Account:

Fixed %: %

Variable:Tied to T-bill rate

Tied to T-bill rate

Other Index*

Basis Points Above

Basis Points Below

% Rate Only*State index to be used


APPENDIX C – INSTITUTION QUESTIONNAIRE

RFP #16-1347 – Banking Services

The financial institution should answer all questions below.

1) Describe the financial institution’s ability to provide the banking services described above, and to what extent, those services are automated.

2) Describe your institution’s customer service philosophy and organizational structure.

3) List the location of your institutions branch offices within Pinellas and Hillsborough counties. Provide the address and operating hours of the main office location that will service CSPIN’s accounts.

4) Provide a list of the bank’s holidays.5) Provide the ledger cutoff time for deposits.6) What security policies and procedures does the bank have in place to

protect CSPIN’s assets? Provide details regarding the bank’s services or products that will protect CSPIN from fraud (ie. forged checks, phone transfers, etc.).

7) Errors and Adjustmentsa. Describe your adjustment process for resolving deposit discrepancies.b. At what dollar amount do you write off discrepancies?c. Do you adjust the deposit amount or process an adjusting debit or credit?

8) Describe how the institution handles inquiries requiring research and adjustments. Are there established turnaround times for research and adjustments? If yes, please specify.

9) Describe NSF or returned items processing procedures. CSPIN will require re-depositing NSF or returned items a second time prior to being charged back.

10) Security/Protection Measures. Describe what security features are in place to minimize the risk to unauthorized transactions.

11) Discuss the use of the Internet in providing service to your commercial customers.12) Disaster Recovery:

a. Describe your institution’s formal disaster recovery plan. b. How quickly will backup facilities be activated?c. Describe your institution’s operating capabilities to assist CSPIN in the event of a

disaster or declared emergency.13) Conversion Plan: Describe the conversion plan you would coordinate to ensure

smooth transition from current provider.14) Discuss any special conditions, other fees, other services, or deviations from the

requested scope.15) Explain the financial institution's overdraft protection and list any charges.


16) Describe your Organization’s involvement in and support of the local community. Examples of this support include, but are not limited to, staff volunteer time, monetary donations directly from your Organization or through your Organization’s foundation, and aid/assistance given to nonprofit organizations and communities in areas such as education, housing, health, workforce development, social welfare, and the environment.

17) Related to ACH: Include details for the following.a. What is your recommended service delivery method (i.e. direct transmission,

online, or other)?b. What are the software/hardware requirements?c. What training does the bank provide?d. Does the software offer the ability to manage security and access levels by

users?e. What report options are available?f. What controls are in place to protect against lost files and duplications of

transmissions?g. Describe the role of any third-party processor used by the bank to provide the

service.h. What are the hours of operation and cutoff times of the ACH unit?i. Describe the procedures used to verify accurate and secure receipt of

transmissions.j. Can the bank automatically redeposit items returned for insufficient or uncollected

funds?


Documents

RFP 16-1347 Banking Services - Careersource Pinellas Web viewCSPIN requires a full array of on-line banking service such as the ability ... similar accounts and services with public