ADDENDUM No. 1. RFP 12-P-053 Banking Services

Transcription

1 City of Titusville Purchasing & Contracting Administration 555 S. Washington Avenue Titusville, FL Phone Facsimile ADDENDUM No. 1 RFP 12-P-053 Banking Services November 12, 2012 To All Bidders: This Addendum becomes hereby an integral part of the bid package under consideration by you as a respondent. The City of Titusville deems all sealed bids to have been proffered in recognition of the entire bid package- including all issued addenda. This Addendum will be uploaded to Demand Star and will be sent to you via or fax. Should you have any question pertaining to this Addendum, please contact me at ADDENDUM MESSAGE This addendum contains several clarifications which become hereby an integral part of the above referenced RFP and shall be included in Vendors Proposal Price: A. Attached for your use are seven pages containing questions received by the City with the corresponding responses. B. The following documents are attached: 1. RFP document in Word format, 2. Three months on bank statements, 3. Three months of merchant services statements, 4. P-Card activity summary, 5. Copy of custody statement. C. The pricing chart in excel format will be provided shortly. D. The Due Date for submission of proposals has been extended. The NEW DUE DATE is Monday November 19, 2012 at 3:00 PM. E. All other terms and conditions remain the same. JMVieiro Jesus M. Vieiro Purchasing and Contracting Administrator Add # 1 to RFP 12-P-053 Banking Services Page 1 of 1

2 1. Please elaborate on the City s decision to issue an RFP at this time. Response: The contract with SunTrust expires in January Please provide three (3) months of analysis statements. Response: Three month of statements are attached. 3. Page 33 XV Lockbox Services a. Please confirm the City currently utilizes lockbox services. If so, the following questions apply: i. Where is the current lockbox processed? ii. Please provide current average volume and current pricing for lockbox services. Response: The City is not currently utilizing lockbox services. INFORMATION REPORTING 4. Please describe the detailed information the City currently is receiving for utility/online payments? Response: Transaction number, card type, card number, amt. requested, amt. settled, batch user, batch date, batch number, receipt number, receipt sequence, amt. tendered. DEPOSITS/CASH/CHECKS 5. How often are deposits made at a branch location? Response: Daily 6. How often is cash deposited on a weekly basis to a branch location? Response: Daily 7. Does the City currently use a courier or an Armored Car Service? 8. How frequent will pick ups occur utilizing courier/armored Car Service? 9. What are the per deposit amounts for courier/armored Car Service? Response to 8 and 9: This does not apply 10. Are deposits mixed with coin/currency and checks? ACH 11. What percentage of the City s employees is on direct deposit? Response: 92% 12. ACH Origination Services - Please provide a summary description of the purpose, frequency and batch file size in $-dollars (max and average file amounts) for each category (ppd & ccd Credits and ppd & ccd Debits). Response: (Pre-authorized batches 4-5 per month, $35,000 avg.; Payroll batches 2-3 per month, $560,000 avg.; bi-weekly and monthly bill payments via ACH varies, max. $4,000,000 for annual bond payment) 13. Does the City prefund the ACH payroll? Page 1 of 7

3 14. What is the total amount of payroll (includes direct deposit and issued checks)? Response: Average $562, Please describe how the City is currently sending ACH files for processing (through direct send or uploading to the online portal)? Response: Upload to online portal POSITIVE PAY/ACCOUNT RECON 16. How often are checks issued? Response: Bi-weekly; payroll one week, A/P the next week LOCKBOX 17. Is the City currently using Lockbox? If not then disregard questions 2-7 below. 18. Will photo copies of checks be required? 19. Will the City require custom payee validation? 20. Will envelopes be returned to the City? 21. Will data entry of Remitter name be required? 22. Will the City require a daily electronic data transmission? 23. Will the City require a CD Rom? Response to 18 through 23: Does not apply PURCHASING CARD 24. Please specify the billing cycle with grace period. Response: Monthly; 18 days 25. What is the City s annual expenditures? Response: $2,375, Is the City currently receiving a rebate? Is so, how is it calculated and paid? Response: Annual; percentage of expenditures 27. How many cards will the City need? Response: The City currently has 178 active cards and does not expect to exceed 200 in near future 28. What types of purchases are placed on the card? Response: Low dollar purchases and travel. No cash transactions; no capital items. 29. What percentage are large tickets (over $4500 per item)? Response: Less than.5% are large tickets MERCHANT SERVICES 30. Will the City provide merchant statements for review/analysis? Response: Merchant statements are attached 31. Does the City participate in a Check Guarantee and/or Check Verification Program? Page 2 of 7

4 32. If yes to question 31 - what is the average check amount and month sales volume of checks processed? Response: Does not apply 33. Would the City be interested a Check Acceptance program? 34. How many City locations accept credit cards as a form of payment? Response: Five (4 offices in City Hall plus the City Marina) 35. What are the methods of card acceptance: Retail-Card Swipes; Telephone; Web-Online Response: Retail, Telephone, Online 36. How many credit card terminals are located at each location? Response: Customer Service 7; Marina 1; Building & Planning 2; Code Enforcement 1; Development Services What type of point of sale equipment (terminal make and model) is currently in place at each location? Response: Magstripe card reader mini USB Magtek , 14 units [12 in use and 2 spare]; Marina Verifone Omni 13200) 38. Can the City breakdown by merchant account which terminals are using traditional dial technology vs. which terminals are using IP or non-dial technology for approval codes? Response: Marina traditional dial; all others IP/non-dial technology 39. Does the City own and/or lease current credit card equipment? Response: City owns equipment 40. Does the City process credit cards and/or checks via an e-commerce payment gateway (website)? 41. What is the name of the current internet gateway provider (authorize.net, cybersource, etc)? Response: Does not apply 42. Does the City process credit card payments thought a software vendor? 43. What is the name of the Software and software version? Response: SunGard/One point CUSTODY SERVICES 44. Who provides the custody/safekeeping services currently? Response: SunTrust Page 3 of 7

5 45. What is the size of the portfolio? Response: Portfolio statement is attached 46. How many securities are in the portfolio? Response: Please see attached portfolio statement 47. What types of securities are held in the account, i.e. Fixed Income, Equities, C/D s? Response: Please see attached portfolio statement 48. How many accounts are required? Response: 2 accounts are required 49. What is the current market value for each account? Response: Please see attached portfolio statement 50. How many securities transactions occur each month? Response: 1 to 3 transactions per month 51. Is there an investment advisor?, PFM Asset Management LLC 52. Is there more than one investment advisor? If so, how many? Response: NO 53. Is a separate account required to be maintained per investment advisor? Response: NO, just the separate accounts for the city's portfolios 54. Does the investment advisor rebalance the account periodically? If so, on what cycle? on a monthly basis 55. Who will provide investment confirmations? Response: PFM - via trade tickets 56. Are any special reporting requirements needed for this custody account?. 57. Is there any Securities Lending on any of the securities held in the custody account?. 58. What are the current fees? t applicable 59. Will you provide a copy of the current custody statement? Response: Custody statement is attached 60. Can the custody services be bid separately from banking services? Proposal Preparation: Page 4 of 7

6 61. In order to save recourses and reduce the bulk of copy binders, may BB&T submit one original copy of all financials and sample contracts and agreements in the Original binder and provide digital copies on the CD? Response: Proposals will be reviewed and evaluated by a Committee of City staff and that establishes the number of copies required. Vendors must provide the number of copies requested in the RFP. 62. Please provide the Pricing Chart in Excel format. Response: To be provided General Scope Questions: 63. Would the City consider allowing an annual evaluation of pricing?. The initial term is for 5 years. The City will consider reviewing for contract renewals after the initial term. 64. Section III, #12: please provide the missing balance information. The range of balances for the past 12 months has been. The 12 months of balances was omitted. Response: Range = $2,252,386 to $9,166, Section III, #20. Would the City be amenable to BB&T restricting the complimentary on- BB&T check cashing to Brevard County? 66. Section 4.5, ACH Processing: What are the anticipated monthly ACH debits and credits requirements? Response: Pre-authorized batches 4-5 per month, $35,000 avg.; Payroll batches 2-3 per month, $560,000 avg.; bi-weekly and monthly bill payments via ACH number varies, max. $4,000,000 for annual bond payment) 67. Section 4.7, Vault Services: Does the City currently use a third-party courier? If so, what company? Would the City prefer to continue utilizing that Courier to maintain relationships if possible? 68. The state of Florida statutes allows banks to pledge a number of different types of securities for public fund deposits. Historically, we have pledged Federal Home Loan Mortgage Corporation (aka Freddie Mac) and Federal National Mortgage Association (Fannie Mae) securities. The state allows us to also pledge Federal Home Loan Bank Letters of Credit (aka FHLB LOCs). Is there anything in your investment policy that would prevent BB&T from pledging FHLB LOCs? YES or NO? Merchant Services 69. Please provide the estimated volume, average ticket and number of merchant accounts needed. Response: Approximately $5,798,000; avg. ticket - $102.50; number of accts. 5 Page 5 of 7

7 70. How is the City currently processing credit card transactions? Please list terminal models and any software's along with version numbers. Response: (Magstripe card reader miniusb Magtek , 12 swipes and 2 spare; 1 Verifone Omni 13200) P-Card Questions: 71. Is the City utilizing a Purchasing Card today? If so, please provide one monthly statement or a comprehensive activity summary. 72. What is the anticipated annual expenditure? 73. What is the estimated number of cards to be issued? 74. What accounting system is the City currently using? Responses to 71 through 74 have been provided above Custodial 75. What is the total assets in the account(s)? Response: $41,039,000 as of 30 Sept Please list all investment managers. Response: PFM Asset Management, LLC 77. How many accounts will be needed? Response: Two 78. Can you provide a current statement that lists all funds? Response: Statements are attached 79. Please provide an estimated number of transactions (i.e. buy/sells). Response: 1 3 transactions per month Request for Statements or Comprehensive Activity Summary: 80. Merchant Services 81. Lockbox (If not currently utilizing, provide activity summary, please.) 82. Custodial Services 83. Purchasing Card Response for 80, 82 and 83: Statements are attached. Response for 81: Not applicable. Treasury: 84. What percent of your employees participate in direct deposit of payroll and would you be interested in a Payroll ATM card technology to allow more employees to participate? Response: 92%; Yes, the City would be interested 85. Will the City provide a copy of its RFP for Banking services in an electronic format such as Microsoft Word and the Banking Services Pricing Chart in Excel? Page 6 of 7

8 86. Please indicate if the City is interested in receiving both paid & unpaid check information, or simply paid check information for reconcilement purposes. Response: Please clarify question (Payable or Receivables). Merchant 87. What is the annual credit card volume? Response: $5,798, What is the average ticket? Response:$ Do you need more than 1 Merchant Account i.e. water, permits, traffic tickets, court fines, city, etc.? ; Five 90. How are you currently processing your transactions today, terminals, Software, online? Response: Online, software, telephone 91. If you have credit card terminals do you own them or lease them? Response: City owned equipment 92. If you own them, how many are there and what is the make and model. Response: (Magstripe card reader Mini USB Magtek , 12 swipes and 2 spare; 1 Verifone Omni 13200) Page 7 of 7