COUNTY OF LOUISA Finance Department

Transcription

1 COUNTY OF LOUISA Finance Department Date: January 29, 2018 Title: Banking Services REQUEST FOR PROPOSAL (RFP) #TR ADDENDUM NUMBER 1 Question: Please provide a list of items, schedule of requirements, scope of work, terms of reference, bill of materials required for this solicitation. Answer: All of the information requested can be found in the RFP, between pages 5 and 14. The RFP itself is available on eva and on the Louisa County website. Question: Names of countries that will be eligible to participate in this tender. Answer: Companies outside of the USA can apply, so long as they are authorized to do business in Virginia (RFP section III) A) 6)) and meet the transportation requirements. Question: Please provide Information about the Tendering Procedure and Guidelines Answer: Please refer to the RFP. Question: Please provide Estimated Budget for this Purchase Answer: The budget is not being provided for this project. Question: Please provide Any Extension of Bidding Deadline? Answer: There will not be an extension of the proposal due date. Paper copies of proposals are due by Thursday, February 8, 2018 and 3:30 p.m. local prevailing time. Question: Could we please receive a copy of recent analysis statements, which outline the balance, activity type and activity volumes as described in #8 (Analysis Services) of the Scope of Services on page 8 of the RFP? I would understand if the incumbent bank s unit pricing, total charges, earnings credit and net analysis fees were to be redacted. If such materials are not possible for distribution, could you please disclose the average monthly figures for each of the eleven accounts in the following categories: Average collected balance Number of checks written Number of deposits Number of deposited items Total ACH Credits and Debits received 1 Woolfolk Avenue Post Office Box 160 Louisa, Virginia (540) (866)

2 Total ACH files originated Total Incoming Wires (Domestic and International) Total Outgoing Wires (Domestic and International) Total Cash Deposited Answer: Please see attached spreadsheet. Question: Item #7 (Change/Currency Order Services) on page 7 describes the need for change orders for your cashiers. How often are change orders made with, and picked up at, the incumbent bank? What is the average size of the order placed? In the case of proposals which include transportation services, in lieu of a branch location in the County of Louisa, would the County consider consolidating their orders in larger, less frequent deliveries? Answer: The County no longer utilized these services, please disregard them from this solicitation. Question: Can monthly merchant services statements be provided in order to develop a response to Item # 9 (Credit Card Services) on page 8? It would be helpful to look at a range of months, which would include a peak volume, low volume and average volume statement cycle. Answer: Please see attached merchant services statement. Question: Which of the eleven accounts outlined on pages 5 and 6 of the RFP are currently enrolled in the County s existing Positive Pay services? Answer: The County and School accounts. Question: Does the county currently utilize ACH Positive Pay services or an ACH Block on any of their accounts? If so, can you please describe which account(s) is/are covered by which service? Answer: Please see attached spreadsheet. Question: Item #17 (Transportation Services) on page 8 outlines the pickup schedule required for all respondents to this RFP without a local branch. Can you, please, state the average number of deposits to be picked up each day, both during the peak season (November 1 December 31) and throughout the remainder of the year? How much currency is expected, on average, with each pick up? Also, would these pickups be made from the same location or multiple locations? Answer: For most of the year, there are 7-8 deposits daily. During the summer that drops to 1-2 daily. The pickup is a single location, the Louisa County Administration Building. Question: The Offeror s Instructions indicate that the proposal should not exceed 30 pages in length? Does this include items such as a cover sheet, attachments and/or addendum information to supplement the response? Answer: The total length of the proposal will not be limited to 30 pages, however, each proposal should be concise. Question: Would the County entertain bids from Financial Institutions that have an interest in only one or two specific services? For example, if Fulton Bank was interested in bidding on only the Lockbox and Merchant Services, would the County of Louisa entertain that bid? Answer: No. 1 Woolfolk Avenue Post Office Box 160 Louisa, Virginia (540) (866)

3 Question: Is the County able to share two months of Account Analysis statements? Answer: Please see attached spreadsheet. Question: If AA statements are not available, will the County provide average balances for the accounts? Answer: Please see attached spreadsheet. Question: Does the County currently utilize Remote Deposit Capture? If so, what are the volumes and how many scanners do you currently have or would need? If not, are you open to utilizing Remote Deposit Capture to process check deposits in your office? Answer: We do not currently utilize Remote Capture, but are open to hearing your firm s suggestions. Question: Approximately, how many checks are cashed in a branch each month? What is the County s current ACH Origination daily limit? Answer: Please see attached spreadsheet. Question: What accounting software do you use to post payments to? Answer: BAI Question: Please provide file specifications for Accounts Receivable software. Answer: We don t currently require file specifications for our Accounts Receivable software. Question: Do your remittances have a scanline? a. If necessary, are you open to making changes to the scanline and/or adding a scanline? b. May we see samples of the remittances? Answer: We do not currently have remittances. Question: Do you use a night drop for payment drop off? If so, is it heavily utilized? Answer: If not local, the bank is required to provide a courier service, as stated on page 8 of the RFP. Question: Are you open to using online exceptions for items that we may not know how to process? a. How will you want correspondence handled? b. How will you want a check only payment handled? Answer: Yes, correspondence and check only payment will be handled by . Question: Is there an end of day time requirement for file and report availability? Answer: Yes Question: Do you have a need for the ability to Stop payments? Answer: Yes 1 Woolfolk Avenue Post Office Box 160 Louisa, Virginia (540) (866)

4 Question: Do you require more than one mail pickup? Answer: No, deposit pickups would be once daily. Question: Files and reports are delivered to a secure bank website for researching and downloading. Is this an acceptable delivery method? Answer: Yes Question: Would you like the AR posting file and reports to include ACH, credit and debit card payments? Answer: No, those reports should be separate. Question: What credit card terminals (equipment) are currently used by the County? a. Make b. Model c. Quantity of each d. Are pin-pads used? If yes, how many and what make and models Answer: The County currently has four Magtek USB credit card swipes, part # We would like to upgrade to terminals. Question: Are the current terminals able to accept chip cards (EMV)? Answer: Please see above. Question: How are the current terminals connected for processing and what is the breakdown? a. IP b. Dial Answer: Please See above Question: What is the breakdown of the 1.3M in annual payments by account? Answer: Please see attached merchant services statement. Question: What is the breakdown of number of credit card transactions by account? Answer: Please see attached merchant services statement. Question: Is there any convenience fee billed to the customer for credit card transactions? Answer: Yes Question: Are credit card payments processed on line? If yes, how are they currently processed? Answer: Yes, through PayPal. Question: How long does it take for credit card transactions to be deposited to the County? Answer: They are deposited within 24 hours or on the next day. Question: Are any POS systems or payment platforms currently being used by the County for credit card payments? If yes, what software is used? Answer: Yes, we utilize Velocity and online through PayPal. 1 Woolfolk Avenue Post Office Box 160 Louisa, Virginia (540) (866)

5 Question: Are copies of current processing statements available? Answer: Please see attached merchant services statement. Question: In order to ensure all RFP respondents are using the same data in calculating service charges, would the County be willing to provide all respondents with copies of the most recent statement for each proposed account, including any account analysis where applicable? Answer: Please see attached spreadsheet. Question: With regard to the Human Services Special Welfare checking account, are the 50 checks per year written in relatively even numbers over 12 months, or are they concentrated in select months? Answer: Please see attached spreadsheet. Question: Would the County be willing to provide additional details as to its current and anticipated use of EDI services so respondents can concentrate responses on the most appropriate EDI channels? Essex Bank utilizes several different channels for EDI services based on customer need, and we would like to tailor our response toward how the County would be using these services. Answer: We are currently notified through EDI on all State and Federal monies deposited into the County, School and Human Services accounts. Question: So that respondents can provide accurate quotes, will the County provide respondents with the number of credit card terminals required for operations and sample credit card statements? Answer: We require four terminals. For the statements, please see attached merchant statement. ATTACHMENTS: 3 END OF ADDENDUM 1 Woolfolk Avenue Post Office Box 160 Louisa, Virginia (540) (866)

6 Banking information for RFP Services: Number of Transactions per Service All Accounts 10/31/ /30/ /31/2016 1/31/2017 2/28/2017 3/31/2017 4/30/2017 5/31/2017 Depository Services: Account Maintenance Banking Center Deposit Vault Deposit Check Deposit Paper Deposit Correction-non-cash General Checks Paid-truncated Paper Statement per Account Returns-Chargebacks Checks Deposit Un-encoded items Stop Pay Automated Debits Posted-electronic Credits Posted - electronic Deposit Account Statements CPO Account Transfers Commercial Deposit-Cash Vault Trans MGMT Armored Carrier Curr/Coin Dep/$100-VLT Deposit Correction-cash Deposit Conditioning-Surchg-Vault Fax Notification-DCN Reciept General ACH Services: ACH Delete/Reversal ACH Return Item ACH Monthly Maintenance ACH Input-File ACH Notification of Change ACH Standard Report-Fax ACH Standard Report-Electronic ACH ON/OFF US Credits & Debits ACH OFF US Credits-same day ACH Credit/Debit Received Item Wire Transfers: Wire Maintenance Services Electronic Wire Out-Domestic Electronic Wire Out-Book DB Incoming Domestic Wire Wire Advic /Fax CPO GP CUST MNT Temp Storage Account Reconciliation Services: Partial PPay Maintenance -Supp Partial PPay Item

7 All Accounts 10/31/ /30/ /31/2016 1/31/2017 2/28/2017 3/31/2017 4/30/2017 5/31/2017 Data Entry Issue Item Positive Pay Exceptions Positive Pay return-other Information Services: Online Reports Positive Pay Notifications Wire Payee Advising ARP Issue Recd Notif Online Subscription PDR Item Stored CDR item Stored Research Items Per Image Access EDI Services Biller GTW Maintenance Biller GTW Transactions Remote Deposit Services Dep Acct Maintenance Image: CD ROM Maintenance CD ROM Per Image CD ROM Disk Image Archive - 90 days Image Maintenance Miscellaneous: Check Copies NonRelationship Cust Ck cashed Account Information: 10 accounts Balance on all Accounts $15,430, $30,536, $61,777, $60,074, $56,899, $54,404, $52,068, $49,360, County Checking Account: Average Balance $13,905, ,223, ,029, ,417, ,544, ,833, ,201, ,300, # of ACH transactions # AP & Payroll Checks processed # of deposits per Year County Revenue Recovery Account: Average Balance $60, $59, $56, $71, $15, $72, $51, $80, # of deposits per Year # of ACH transactions School Checking Account: Average Balance $1,426, $6,216, $6,645, $4,542, $2,303, $2,453, $2,787, $1,945, # ACH transactions processed # AP & Payroll Checks processed

8 All Accounts 10/31/ /30/ /31/2016 1/31/2017 2/28/2017 3/31/2017 4/30/2017 5/31/2017 # of deposits per Year School Holding Account: Average Balance $17, $15, $19, $15, $13, $20, $13, $16, # ACH transactions processed Human Services Special Welfare Checking Account: Average Balance $20, $21, $26, $28, $22, $24, $15, $16, # of deposits per Year # checks processed per year # ACH transactions processed Petty cash Accounts County, Parks & Rec # checks processed # ACH transactions processed Parks & Rec Holding Account: Average Balance $0.00 $0.00 $0.00 $0.00 $0.00 $ $5, $6, # ACH transactions processed Animal Shelter Account: Average Balance $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 # of ACH transactions Landfill Checking Account: Average Balance $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 # of ACH transactions Merchant Card Services Human Services Main Checking Account:?? Average Balance $411, $386, $428, $417, $329, $519, $392, $447, # of deposits per Year # checks processed per year # of ACH transactions

9 Banking information for RFP Services: All Accounts Depository Services: Account Maintenance Banking Center Deposit Vault Deposit Check Deposit Paper Deposit Correction-non-cash General Checks Paid-truncated Paper Statement per Account Returns-Chargebacks Checks Deposit Un-encoded items Stop Pay Automated Debits Posted-electronic Credits Posted - electronic Deposit Account Statements CPO Account Transfers Commercial Deposit-Cash Vault Trans MGMT Armored Carrier Curr/Coin Dep/$100-VLT Deposit Correction-cash Deposit Conditioning-Surchg-Vault Fax Notification-DCN Reciept General ACH Services: ACH Delete/Reversal ACH Return Item ACH Monthly Maintenance ACH Input-File ACH Notification of Change ACH Standard Report-Fax ACH Standard Report-Electronic ACH ON/OFF US Credits & Debits ACH OFF US Credits-same day ACH Credit/Debit Received Item Wire Transfers: Wire Maintenance Services Electronic Wire Out-Domestic Electronic Wire Out-Book DB Incoming Domestic Wire Wire Advic /Fax CPO GP CUST MNT Temp Storage Account Reconciliation Services: Partial PPay Maintenance -Supp Partial PPay Item 6/30/2017 7/31/2017 8/31/2017 9/30/2017 Annual Total Monthly Average

10 All Accounts Data Entry Issue Item Positive Pay Exceptions Positive Pay return-other Information Services: Online Reports Positive Pay Notifications Wire Payee Advising ARP Issue Recd Notif Online Subscription PDR Item Stored CDR item Stored Research Items Per Image Access EDI Services Biller GTW Maintenance Biller GTW Transactions Remote Deposit Services Dep Acct Maintenance Image: CD ROM Maintenance CD ROM Per Image CD ROM Disk Image Archive - 90 days Image Maintenance Miscellaneous: Check Copies NonRelationship Cust Ck cashed 6/30/2017 7/31/2017 8/31/2017 Annual 9/30/2017 Total Monthly Average Account Information: 10 accounts Balance on all Accounts County Checking Account: Average Balance # of ACH transactions # AP & Payroll Checks processed # of deposits per Year County Revenue Recovery Account: Average Balance # of deposits per Year # of ACH transactions School Checking Account: Average Balance # ACH transactions processed # AP & Payroll Checks processed $44,502, $41,864, $34,618, $28,763, $44,191,647 45,022, ,636, ,549, ,455, $41,343, $89, $46, $53, $64, $60, $1,365, $2,168, $1,988, $1,212, $2,921,

11 All Accounts # of deposits per Year School Holding Account: Average Balance # ACH transactions processed Human Services Special Welfare Checking Account: Average Balance # of deposits per Year # checks processed per year # ACH transactions processed Petty cash Accounts County, Parks & Rec # checks processed # ACH transactions processed Parks & Rec Holding Account: Average Balance # ACH transactions processed Animal Shelter Account: Average Balance # of ACH transactions Landfill Checking Account: Average Balance # of ACH transactions 6/30/2017 7/31/2017 8/31/2017 Annual 9/30/2017 Total Monthly Average $9, $ $13, $19, $14, $14, $12, $13, $10, $18, $8, $5, $3, $5, $2, $0.00 $0.00 $0.00 $0.00 $ $0.00 $0.00 $0.00 $0.00 $ Merchant Card Services Human Services Main Checking Account: Average Balance # of deposits per Year # checks processed per year # of ACH transactions $421, $499, $471, $434, $429,

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