HARTNELL COMMUNITY COLLEGE DISTRICT REQUEST FOR PROPOSALS BANKING SERVICES. Proposal Due Date:

Transcription

1 HARTNELL COMMUNITY COLLEGE DISTRICT REQUEST FOR PROPOSALS BANKING SERVICES Proposal Due Date: December 5, 2014

2 HARTNELL COMMUNITY COLLEGE DISTRICT REQUEST FOR PROPOSALS BANKING SERVICES A. SCHEDULE OF EVENTS ACTIVITY DATE Release RFP...November 7, 2014 Proposals Due...December 5, 2014 Proposed Contract Award...February/March 2015 B. TABLE OF CONTENTS Part 1 - General...Page 1 Part 2 - Proposal Procedures...Page 2 Part 3 - Proposal Requirements...Page 6 Part 4 - Scope of Work...Page 8 Part 5 - Evaluation Criteria...Page 23 Part 6 - Pricing Schedule...Page 24 Part 7 - Certifications/Signature Page...Page 27 Exhibit A...Page 28 Attachment 1...Page 30 Attachment 2...Page 31

3 PART 1. GENERAL 1.1 INTRODUCTION The Hartnell Community College District (HCCD or District) is soliciting proposals to select a qualified company to provide comprehensive banking services for the District. The objective of the District is to secure the most efficient and effective banking services while maintaining sufficient liquidity and protection of all the funds entrusted to the District. 1.2 HCCD HISTORY AND MAKE-UP HCCD is one of the oldest educational institutions in California. Founded in 1920 as Salinas Junior College, the school was renamed Hartnell College in The Hartnell Community College District was formed the following year. Hartnell College serves the Salinas Valley, a fertile agricultural region some 10 miles wide and 100 miles long. The District draws most of its students from Salinas and the surrounding communities of Bradley, Castroville, Chualar, Gonzales, Greenfield, Jolon, King City, Lockwood, Moss Landing, San Ardo, San Lucas, Soledad, and adjacent rural areas. It also attracts students from many Peninsula towns and from surround counties who are drawn to Hartnell s excellent academic opportunities, nursing and technical programs, and strong and successful athletic teams. Hartnell serves nearly 10,000 students (7,100 FTES) and has earned the federal designation as a Hispanic Serving Institution, and was awarded two major Title V grants to improve student access and success for underrepresented groups in the STEM disciplines. Hartnell has been lauded by NASA, the NAACP, and UCSC as being among the top community colleges in the country in promoting and achieving success for its underrepresented students in the STEM disciplines. Hartnell s Alisal Campus is now home to a NASA Science, Engineering, Mathematics and Aerospace Academy (SEMAA) laboratory for K-12 students and their families, the only SEMAA site on the West Coast. The college s state-of-the-art library and learning resource center provides access to electronic databases and is the hub of information and learning technologies. The college has committed to pursuing technology enhancements, and is embarking on virtualization and server enhancement projects that will increase productivity and access for its students and employees, giving them technological advantages that most college and university students and personnel do not yet have. The District has transfer agreements with many California State University (CSU) and University of California (UC) campuses which guarantee admission for Hartnell students who have completed the two-year requirements. 1

4 2.1 PROPOSAL SCHEDULE PART 2. PROPOSAL PROCEDURES Activity Location Date Time Advertise RFP Thurs., November 6, 2014 Issue RFP Fri., November 7, 2014 Deadline to Submit Questions Mon., November 17, :30 p.m. Pre-Proposal Meeting *Main Campus, D-128 Thurs., November 20, :00 p.m. Addendum to Proposers at Meeting Mon., November 24, 2014 Thanksgiving College Closed Thurs., November 27, 2014 Fri., November 28, 2014 Proposal Submission Deadline *Main Campus, E-107 Friday, December 5, :00 p.m. Evaluation of Proposals Wed., December 10, :30-5:00 p.m. Board of Trustees Approval *Main Campus, B-208 Tues., February 10, :00 p.m. Commencement of Contract April 1, 2015 *Main Campus Location: 411 Central Avenue, Salinas, CA The above schedule is subject to change. 2.2 SUBMITTING QUESTIONS To facilitate the clarification of requirements, Proposers are requested to submit questions no later than 4:30 p.m. on Monday, November 17, As well as submitting written questions, Proposers will have an opportunity to ask questions at the pre-proposal conference. Please submit all questions to hartnell.edu. Written responses to questions received by as well as those generated at the pre-proposal conference will be issued to all prospective Proposers on November 24, PRE-PROPOSAL MEETING The purpose of the pre-proposal meeting on November 20, 2014 is to familiarize prospective Proposers or their representatives with the specification requirements and to answer questions that may arise prior to the proposal submission date. 2.4 PROPOSAL SUBMISSION It shall be the responsibility of each Proposer to ensure that Proposals are received as follows: The Proposal packet must contain one (1) original and five (5) copies of the proposal. In addition, one electronic copy must be sent to hartnell.edu. The original must be clearly marked Original and the Proposal packet must be delivered sealed. The Proposals must be addressed to and received at: 2

5 Hartnell Community College Administrative Services, Building E, Room Central Avenue Salinas, CA no later than 3:00 P.M. (PST), December 5, Proposals received after this time and date shall not be considered and will be returned unopened. The following information must be clearly visible on the outer most Proposal Packaging: Request for Proposal Banking Services Proposal Closing Date: December 5, 2014; Time: 3:00 p.m. (PST) NOTE: If you are hand carrying or having a proposal package hand delivered, you or the delivery agent should allow sufficient time to arrive and park prior to dropping off your proposal package. This applies to any other method of delivery (FedEx, UPS, USPS, etc.), as well. Late proposals will not be accepted or considered for award. Regardless of the method of delivery, it is your responsibility to ensure on-time delivery of the proposal package. 2.5 PROPOSAL EVALUATION/AWARDS This Request for Proposals does not constitute a commitment by District to award a contract. District reserves the right to waive any informality, to reject any or all proposals, or to cancel this Request for Proposal. District reserves the right to make separate awards for these services and makes no commitment that a single person or firm will be the provider of all services. The award(s) shall be made to responsible Proposers submitting proposals serving the best interests of District, based on the evaluation factors specified in this RFP. District does not intend to evaluate proposals solely on a fee or cost basis. No contract award shall exist until District notifies the Proposer, in writing, that its proposal has been accepted by the District s Board of Trustees. 2.6 PROPOSAL FORM All proposals must be submitted in writing. Oral, telephone, facsimile (fax machine) or computer data transfer proposals will not be accepted. Each proposal shall be prepared simply, providing the straightforward, concise description of the proposer's ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of contents. Voluminous proposals are specifically NOT encouraged. 3

6 2.7 SUBMISSION OF PROPOSALS/MODIFICATIONS No oral, telephone, telegraphic, facsimile or computer data transfer proposals or modifications will be accepted or considered. 2.8 WITHDRAWAL OF PROPOSALS Any Proposer may withdraw their proposal by written request at any time prior to the deadline set for receipt of proposals. No proposal may be withdrawn or modified after that deadline and shall be binding upon Proposer for a period of ninety (90) days after due date. Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with the general terms and conditions of the RFP. 2.9 PROPOSAL COSTS Any and all costs associated with the preparation of responses to this Request for Proposals, including site visits, oral presentations and any other costs, shall be entirely the responsibility of the Proposer and shall not be reimbursable in any manner by the District ORAL PRESENTATIONS Proposers may, after opening and prior to award, be required to make oral and visual presentations at the request of the District. The District will schedule the time and location for any presentations as requested. Oral presentations will be evaluated and scored, and may be subjected to a points-earned scoring matrix AWARD WITHOUT DISCUSSION The District reserves the right to make an award without further discussion of the proposals received. It is therefore critical that all proposals be submitted initially in the most favorable terms possible, both economically and technically HCCD MODIFICATIONS TO PROPOSALS Any interpretation, correction, or change of this RFP will be made by written Addendum. Interpretations, corrections, or changes of this RFP made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections, and changes. Any changes or corrections will be issued by HCCD Administrative Services. Addenda will be mailed or ed to all that are known to have received a copy of the RFP NON-COLLUSION The District encourages free and open competition. Whenever possible, specifications, proposal invitations and conditions are designed to accomplish this objective, consistent with 4

7 the necessity to satisfy HCCD's needs and the accomplishment of a sound economical operation. The Proposer's signature on its proposal guarantees that any prices offered have been established without collusion with other eligible Proposers and without effort to preclude HCCD from obtaining the lowest possible competitive price. The remainder of this page intentionally left blank. 5

8 PART 3. PROPOSAL REQUIREMENTS This section of the RFP lists the items, which require specific, written responses or confirmations. To be considered for selection, respondents shall meet the following requirements: 3.1 MINIMUM REQUIREMENTS All Proposers: 1. Must be a Federal or State of California chartered financial institution. 2. Must provide a completed pricing sheet signed by an authorized Company signatory. 3. Must have carefully read and understand all parts of the RFP and certify that the Proposal is made in accordance therewith. 4. Must submit a completed respondent questionnaire. All answers must be in the order in which the questions were asked. 3.2 SPECIFIC REQUIREMENTS The Proposers for Depository Services: 1. Must be a Federal or State of California chartered financial institution and have immediate access to the Federal Reserve wire transfer system. 2. Proof of license and a participant in the Federal Deposit Insurance Corporation (FDIC). 3. Must currently meet, and maintain throughout the term of the contract, FDIC capital adequacy requirements. The contract may be immediately terminable upon notification to the District of a failure to meet FDIC capital adequacy requirements. 4. Conform at all times to the provisions of California law relating to the collateralization of public funds. 5. Must furnish a list of California community college clients currently being provided services similar to those being requested in this RFP. Indicate bank personnel assigned to service the referenced accounts. Include the name, address and phone number of each client, along with a contact person's name, title, phone number and length of contract. 6. Must exhibit extensive experience in this field of service. Provide information, which documents successful and reliable experience and service. 7. Must submit proposed contract terms for depository services. The Proposers for Credit Card Processing Services: 1. Must furnish a list of California community college clients currently being provided services similar to those being requested in this RFP. Indicate bank personnel assigned to service the referenced accounts. Include the name, address and phone number of each client, along with a contact person's name, title, phone number and length of contract. 2. Must exhibit extensive experience in this field of service. Provide information, which documents successful and reliable experience and service. 3. Must submit proposed contract terms for credit card processing services. 6

9 3.3 DEVIATIONS FROM RFP Proposers must specifically provide a separate listing of each circumstance in which their proposal differs from any terms or conditions of the request for proposal. Material deviations from the requirements of the RFP may result in rejection of the proposal. 3.4 SIGNATURE The Proposer shall furnish and include all requested information with their proposal. Statements are required to be complete and accurate, and the proposal shall be signed by an authorized signatory of the company. A proposal submitted by an agent will have a current Power of Attorney attached certifying the agent s authority to bind the Proposer. Omission, inaccuracy, or misstatement may be sufficient cause for rejection of the proposal. 3.5 AWARD CONSIDERATION From the total information requested, determination shall be made of the Proposer's ability to serve the District. Only proposals from responsible organizations or individuals, as determined by HCCD, which have the capability of providing the required services under this RFP, shall be considered. Representatives from the District reserve the right to conduct interviews with the individual proposers for clarification of the proposals presented. The District reserves the right to negotiate any and all provisions presented in the proposals. The remainder of this page intentionally left blank. 7

10 4.1 DEPOSITORY SERVICES PART 4. SCOPE OF WORK Hartnell Community College District requires 11 Demand Deposit Accounts; which are presently maintained as described below. A summary of these accounts is presented in 4.1B Account Descriptions. Most account balances are transferred on a monthly basis to the District s accounts maintained through the Monterey County Office of Education. A. Bank Account Needs. 1. Deposits. Deposit types include cash, checks, and incoming wires. Many deposits will also be made to separate EFT and Credit Card accounts. 2. Availability. Deposits of cash, wires, and checks drawn on the selected bank will be given credit as collected funds on the same day as deposited. Checks drawn on other banks will be considered collected funds as per bank s availability schedule. Please enclose a copy of your availability schedule with your proposal. 3. Corrections. All deposit corrections will be charged or credited to the account of origin. The selected bank will provide HCCD with notification of the debit/credit memorandum within 24 hours including detailed information concerning the adjustments. The bank will specify approved procedures and the alternative methods to transmit information regarding deposit discrepancy resolution. Such information will be provided through a secure method. Two contact persons (one coordinating and one alternate) will be designated at both the HCCD and the bank. (See Bank Contacts- Section 4.1D.8.) 4. Foreign Items. Foreign items deposited will be processed by the bank through the normal banking system. Those items which are sent for collection will charged to this account. The bank will notify the District in writing for each item sent for collection. After collecting funds, the bank will only reduce the item for the collection charges assessed by other banks. Explain your process for handling foreign items and include sample forms if required to be completed by the District. 5. Return Items. Return items deposited will be processed by the bank through the normal banking system. The bank will notify HCCD in writing for each return item, within three (3) working days after original deposit. (See Non-Sufficient Funds Section 4.1D.3). 6. HCCD College Deposits. It will be necessary to identify deposits of each major component unit (i.e. college/center). A pre-assigned identifier code is necessary to identify each deposit made into this account. The deposit reports will sort, list, 8

11 and subtotal deposits for each pre-assigned identifier code. 7. Wire Transfers. Wire transfers will be made from all accounts according to preestablished procedures. HCCD should be able to set up and/or make wire transfers via its electronic banking account access technology. The bank will accept all wire transfer and similar items for deposit, as well as ACH credits. In addition, the bank will process all federal payments to the HCCD. The bank will provide to HCCD confirmation of all incoming wire- transfers and incoming electronic credits. (See Wire Transfers - Section 4.1D.12.) 8. Automatic Account Sweeps. Automatic transfers will be necessary to the General Clearing Account from most other accounts as described below to maintain them at a zero balance. One total debit and/or credit amount will be posted to this account each day. (See Account Descriptions Section 4.1B). 9. Deposit Slips. The bank will be required to provide all deposit slips in the format requested by HCCD. All deposit slips must be identified by a pre-assigned identifier code. 10. Checking Services. Services shall be provided that include: a. Outgoing collection item service; b. Accepting online stop payment requests through a secure portal or by telephone with written follow-up; specify terms and procedures for stop payment requests; c. Research unidentified transactions; d. All checks processed since the end of the last monthly accounting period shall be digitized and available for viewing on-line through electronic bank account access. This information must be encrypted for security purposes. 11. FDIC Insurance. HCCD deposits must be insured to the maximum legal limit possible by the Federal Deposit Insurance Corporation. 12. Collateralization. The bank must, at all times, comply with California law relating to the collateralization of public funds. B. Account Descriptions 1. Revolving Checking Account. Various payments will be made from this account. 2. Cafeteria. Initial deposits and credit card transactions are processed through this account. No checks are issued on this account. Balance is automatically transferred to the General Clearing account. 3. General Clearing Account. Student registration, other student fees, and miscellaneous checks collected are posted to this account through cash and check 9

12 collection process handled through the District cashiering functions. Student refund checks are issued through this account. This should be an interest bearing account. Most of the other listed District accounts should automatically transfer their balances into this account. A portion of the balance in this account is transferred monthly to the District s Monterey County Office of Education account. 4. General Fund Credit Card Receipts Account. All electronic credit card deposits are made to this account (with the exception of the cafeteria credit card terminals). This includes credit card terminals and other system interfaces. All charge backs, credit card discount fees, and terminal fees will be charged to this account. No checks are issued on this account. The balance on this account needs to be transferred automatically into the General Clearing Account. 5. Flexible Spending Benefit Account. All the disbursements are made by the benefit administrator, Payflex. We currently receive a paper check monthly from the District s Monterey County Office of Education representing automatic payroll deductions which we deposit into this account. We would like the deposit process to be automated. 6. Worker s Compensation Account. All the disbursements are made by the third party administrator, Keenan and Associates. We currently receive a paper check monthly from the District s Monterey County Office of Education representing the District s statutory benefit requirements for workers compensation. We would like the deposit process to be automated. 7. Associated Students. All deposits related to the District s Associated Students Body fund raising activities are processed into this account. Occasional checks are also written from this account. 8. Scholarship Trust Account. All deposits related to the District s Scholarship/ Loans are processed into this account. No checks are issued on this account. 9. Athletic Account. All cash, check and credit card deposits related to the District s Athletic fund raising, sports camps, and athletic game activities are processed into this account. No checks are issued on this account. The balance on this account needs to be transferred automatically into the General Clearing Account. 10. Child Development. All deposits related to the District s Child Development Center fees are processed into this account. No checks are issued on this account. The balance on this account needs to be transferred automatically into the General Clearing Account. 11. Federal Funds Student Financial Aid. Federal funds are drawn down from the Federal Department of Education into this account. Funds are wired to HigherOne for disbursement. Occasionally, a few checks are issued on this account. 10

13 C. Online Reporting and Account Reconciliation 1. Account Access and Processing. The bank shall offer the capability to perform the following functions on-line for each bank account: a. The capability to initiate transfers between accounts b. The capability to initiate wire transfers from HCCD accounts c. The capability to enter direct deposit setup information d. The capability to enter stop payment requests e. The capability to enter positive pay type information including entering newly released checks and indicating voids of existing checks. f. Access to digitized, searchable images of cancelled checks for all accounts. g. Daily bank account activity and balance information. The balance information available on-line must include the following items for each account: 1. Account Number 4. Collected Balance 2. Date 5. Total Credit Amount 3. Ledger Balance 6. Total Debit Amount The system must include the necessary software applications to establish an internet based data link with the bank s network, if applicable. The system will have the capability of sending and receiving data transmissions. Data transmissions received would be in the form of summary bank account information, in addition to activity detail, paid checks, etc. Outgoing transmissions would be in the form of fund movement instructions, stop payment requests and check issue files. 2. Automated Data Exchange. a. Background. HCCD will require an automated exchange of data between HCCD and the bank (or a designated servicing bureau) to support a variety of operations. This includes both data sent from HCCD to the bank and data sent from the bank to HCCD. Our general requirement is for the bank to have the capability to exchange data using industry-standard protocols and formats that ensure adequate security as well as supporting the formats used in our applications. b. Outgoing Data Feeds. For this RFP, this is defined from the HCCD perspective data sent from HCCD to the bank. The outgoing data feeds include: i. Positive pay feeds for any designated HCCD accounts. The bank should have the capability of accepting positive pay feeds in a published, well documented, industry standard format. The bank should be able to process the feeds at any time and to make that information available within the 11

14 bank at the branch and teller level within a maximum of one (1) hour. The bank should also be able to accept multiple feeds throughout the day. ii. The bank should have the capability of accepting ACH data feeds in industry standard NACHA format. The transactions may involve any of HCCD s accounts. c. Incoming Data Feeds. For this RFP, this is defined from the HCCD perspective data sent from the bank to HCCD. These incoming feeds should be formatted in an industry standard format. The incoming data feeds include: i. Bank Account Statements. The bank should have the capability to provide electronic bank account statement information for all accounts on a daily basis. The data feed for the previous day s activity should be available by 7:00 AM (M.S.T.) on the following day. The data should be available as an automated file feed as well as interactively via the internet for a period of 60 days. The closing date should be the last day of each calendar month. ii. Remittance Advice. The bank will provide credit card processing functionality as described in Credit Card Processing of this Scope of Work. This service is used to collect payments from students and others made to HCCD. HCCD will require that a remittance advice be prepared and transferred to HCCD on a daily basis. This remittance advice will be used for reconciliation purposes by HCCD and must contain specific information to be used in the reconciliation process. This information will come from information collected during the credit card payment process. The format of this remittance advice will be confirmed prior to cutover, but will contain the following data fields: 1) Student ID 2) Transaction Code 3) Institution 4) Term 5) Description 6) Invoice Number d. Transfer Method. The bank should provide the capability to process both incoming and outgoing data feeds, as defined in this section, in a secure and automated way. The transfer facility should have the capability to be automated and not require interactive establishment of a communication session. The bank should indicate if any software is required to support the data exchange, the cost, and who must purchase the software. e. Retention. The bank or service provider should retain five (5) days of data files for incoming data feeds (bank to HCCD). This is referred to above in Incoming Data Feeds - Section 4.1C.2.c. In addition, all detailed daily banking records/ transactions for the prior 30 days should be accessible electronically by HCCD. 12

15 D. General Services 1. Coin and Cash Services. Services shall be provided for coin purchases, cash purchases, coin bags and wrappers. Operating cash needs vary. Individual college units anticipate making telephone calls to the bank requesting delivery of cash/coin requests via armored car on the following day. 2. Unrolled Coin Deposits. The bank shall accept for deposit un-rolled coins which have been separated and counted. 3. Non-Sufficient Funds. Checks that have been deposited and returned NSF should be sent through the banking system one (1) additional time. If these items are returned a second (2 nd ) time, they will become charge backs to the HCCD. Charge backs should be posted to the account into which the item was originally deposited on a daily basis. The bank will keep separate and distinct these return item transactions for each business day. Daily notification of charge backs, including appropriate details, to HCCD contacts is desired. The bank will resolve any discrepancies and return hard copies of these return items and associated listings to the HCCD. The bank shall complete this activity in a timely manner to ensure physical delivery of the return items and associated listings within three (3) business days of the date the HCCD is originally charged with the return items. Unless otherwise requested, charge backs will be returned by the bank to: Hartnell Community College District, 411 Central Avenue, Salinas, CA The option to implement instructions for special handling of specified return items will be made available to the HCCD. Examples would be special handling of large dollar returns, charge backs for a particular depositing location, or resubmitting for second presentation. 4. Monthly Activity Analysis. HCCD will be furnished an analysis for the previous month, no later than the fifteenth (15th) calendar day of each month. A separate analysis statement will be required for each account as well as one (1) combined analysis of the bank's costs incurred in operating all of the bank accounts. The analysis statements will include customary average ledger and collected balance figures and a detailed accounting of cost extensions by transaction type. Analysis adjustments resulting from bank errors will be included as a separate schedule detailing individual analysis issues. 5. Non-bank Credit Card Drafts. The bank must have the ability to accept Discover and American Express credit cards for both paper and paperless deposits. 6. Account Corrections. The bank shall provide timely research and response to 13

16 inquiries relating to deposit corrections, i.e., 24-hour notification of deposit differences. 7. Armored Car/Courier Services. The District requires the Proposor to supply a quote for a contract for armored car/courier services. This service is part of our current banking relationship agreement. The bank shall provide lock-type security bags for deposits. 8. Bank Contacts. HCCD believes that it is important to obtain good banking services for its departments and employees involved in banking functions. The bank shall assign one (1) coordinating representative and one (1) alternate (primary and secondary) to whom all HCCD inquiries can be directed. It is also expected that the bank will make available personnel in other departments of the bank to answer questions concerning the various components of banking services covered in this proposal. Attachment (1) is provided to allow each proposer to list the coordinating representative and additional contacts, departments, and phone numbers and resumes for the coordinating representative and alternate. HCCD maintains the right to interview the proposed coordinating representative, reserving the right of refusal if this representative is determined to be unsatisfactory in the ability to meet our needs. The bank will be required to maintain a list of authorized employees of HCCD who may obtain information or retrieve information. The bank will be responsible for adequate controls of this access. 9. Banking Office Location Requirements. The bank shall maintain branches within a reasonable distance of each of the college locations in order to meet the banking needs of the major components and for the purpose of cashing HCCD checks at no charge and for accepting deposits. 10. Additional Accounts. Bank shall provide HCCD with the ability to establish additional accounts, or reduce the number of specified accounts, as needed. All related charges to any accounts that are closed or services that are discontinued on instructions from HCCD will cease as soon as the account activity ceases. Any additional accounts will be billed at the Agreement price or less if negotiated with the bank. If HCCD and the bank alter the account base and structure during negotiations, it is agreed that the bank's cost proposal will be altered with the changes in requested services. By responding to the various requirements contained herein, the bank represents that it is capable of performing the indicated services at the volume indicated and has the capacity, or the ability to expand capacity, to absorb increased activity or automation of HCCD s operations. 14

17 11. Electronic Receipts. HCCD receives credit card payments from students or other parties, via telephone, internet, or other electronic means (i.e. e-checks). HCCD, in turn, then uses a third-party software vendor to link up with one of the processors. Funds will be transferred into the General Fund Credit Card Account daily. No checks will be written from these funds. 12. Wire Transfers. The bank will provide wire transfer facilities through the Federal Reserve Bank. The bank will provide HCCD wire transfer functionality via electronic bank account access. This on-line internet access will allow HCCD to initiate, authenticate, confirm and complete wire transfers. A backup wire transfer process via telephone access will be provided. Either system will accommodate repetitive wires, secondary authorization, and provide a Federal Reference number for tracking purposes. The bank will provide access and training for the on-line wire transfer system and the backup wire transfer process. The bank will provide technical assistance and telephone support during normal operating hours. Each wire transfer will be sent according to pre-established specifications set between HCCD and the bank. 13. Positive Pay. Positive payment functionality must be provided for the HCCD Federal Funds Student Financial Aid Account. We have a special process for AB540 students who are unable to obtain a bank account. Through an arrangement with our current bank, they are able to cash their Financial Aid check at one of two local branches with no fee for the transaction. We would like this service to continue. 14. Remote Deposit. Remote deposit of checks must be provided for all HCCD accounts. 15. Conversion. There needs to be a conversion plan to transfer assets of the District from current banking institution to Proposer s financial institution. 16. All disbursement checks from the HCCD accounts shall have automatic overdraft protection. Explain fully your methodology for calculating overdraft charges and the interest rate used. Specify if ledger or collected balance is used to calculate the overdraft fee and to assess NSF charges. Give an example if this will help to clarify. E. Optional/Miscellaneous Services. Proposers are encouraged to make proposals on any optional and/or new/innovative services that the bank desires to offer the District. Include in this area any incentives or benefits that may be available to the District community, e.g., no charge checking accounts for District employees. 15

18 For the following services, the District is interested in the level of potential interest that Proposers may have in possibly providing the service as an extension of the banking contract that will be entered into with the selected bank for regular banking services, as previously described. The District could possibly select this optional service (1) simultaneously with the effective date of the banking contract or (2) more likely at a later date, if selected at all. We present below at a high level the specifications and only request from the Proposers an expression of the level of interest, and at a high level what capabilities the bank has for this optional service. If this service is of interest to the District, there would then be presented to the bank more detailed specifications and the entering into of potential negotiations. 1. Special Purpose Pre-paid Cards. The District may have a need to issue Prepaid or Pre-loaded Cards. Please describe your card solutions that would meet such needs of the District. 2. Capital Financing. Means of capital financing including, but not limited to, lines of credit for capital and/or operating leases is desired by HCCD. Please provide information regarding minimum amounts for such lines of credit, interest rates, and penalties and the availability of other means of capital financing. 3. Automated Teller Machines. Automated Teller Machines (ATM's) installed and maintained at college locations is an option that may be desired by HCCD. F. Community/Business Activities HCCD is interested in any programs that your institution has in place or planned regarding the support of small, minority, and woman owned businesses. This means programs established to promote business with these firms by your company as well as community support programs. An example of a community support program would be a program for providing bonding capability for these firms, enabling them to compete with larger or more established companies. Please provide a summary of what your firm's programs and activities are in these two areas. 16

19 DEPOSITORY SERVICES RESPONDENT QUESTIONNAIRE 1. Describe your current operations center location, and backup systems used in case of primary system failure. 2. Describe or otherwise provide your availability schedule regarding when checks drawn on other banks will be considered collected funds. 3. Describe the method of immediate notification provided for direct deposit rejects. 4. Describe and explain fully your charges for any overdraft situations under what circumstances might they occur, and how would any such charges be calculated? 5. Describe your capability to exchange data using industry-standard protocols and formats that insure adequate security as well as support the formats used in our applications. 6. Describe your capability to accept positive pay feeds, and to process them at any time. 7. Our desire is that you make such information available within the bank at the branch and teller level within a maximum of one hour. What is your ability to process these feeds in a near-real-time environment? 8. Describe your ability to accept ACH data feeds in industry standard NACHA formats. 9. Indicate if any software is required to support the data exchange, both incoming and outgoing, in a secure and automated way. Also describe the cost of such software, and which party would be responsible for purchasing such. 10. In regard to data transfer methods, list the formats you support, and the methodology used for client access to account data. 11. Explain your cash management information system, and how such a system would benefit us in our objective to maximize earnings on operating cash flows. 12. Describe your ability to provide coin and cash services to our various locations with one-day notice via armored car. 13. Regarding the monthly activity analysis, describe the calculation for account earnings credit and overdraft charges. 14. Does your bank provide special services/reporting options? If so, are they independent or bundled with other services? Please provide a descriptive list of special services and reporting options. 17

20 15. Describe your capabilities and methodologies for processing wire transfers, including confirmation of all incoming wire transfers and incoming electronic credits. 16. Provide information regarding minimum amounts for lines of credit, interest rates, penalties, and the availability of other means of capital financing. 17. Provide information regarding conversion plan to transfer District assets from current banking institution to Proposer s financial institution. Indicate any and all costs associated with conversion and/or training. 18. Describe your ability to address the following desired services: Branch services on campus, ATMs on campus, marketing support for banking services available, use of smart (affinity) cards, records retention, etc. The remainder of this page intentionally left blank. 18

21 4.2 CREDIT CARD PROCESSING SERVICES A. Credit Card Operations. The proposer will operate an electronic credit card processing system which will provide prompt credit card acceptance authorizations and will deliver collected funds to the HCCD on the next banking day after the credit card payment is made. A standard cut off time for crediting transactions can be negotiated. Disputed and returned credit card transactions must include at a minimum, the date of the original transaction, location accepted, account #, remitter specific information (Acct#, Name), and reason for the return. Due to the diversity of agency collection volumes and average per transaction dollar amount, the contractor must be capable of providing all of the following: a. Electronic authorization terminals b. Electronic authorization services 24 hours per day, seven (7) days a week c. A back-up system in the event the primary system is down and a manual or portable system, which can be used in off-campus locations or as a back-up in case of power failure. B. Credit Card Deposit Activity. HCCD requires approximately 5 merchant bank card accounts, including but not limited to, Master Card, Visa, American Express, or Discover for all college locations. Separate merchant numbers are required for each account. Total activity for these accounts needs to be combined for purposes of establishing discount rates and other charges. C. Credit/Debit Card Discount Rate and Per Transaction Fee. HCCD currently accepts Visa, Master Card, Discover, and American Express. HCCD may enter into separate arrangements for the acceptance of credit/charge cards in addition to the agreements covered by this proposal. Provide a schedule of discount rates and all other fees associated with processing credit/debit card payments. Complete the pricing schedule in Section 7 as applicable, identifying all credit card processing fees, including both (1) the credit card firm s (e.g. Visa/MasterCard) pass through interchange rates and assessments, and (2) the bank s/credit card processing firm s fees. A total cost for the indicated volume is to be shown. Indicate the effective date of interchange rates used to calculating the District s costs. D. Point of Sale Terminals. HCCD currently uses multiple Point-of-Sale terminals throughout the year at the various college locations. Additional terminals may be required during registration at all college locations. The District will only utilize terminals that truncate credit card numbers on all copies (customer, seller and audit 19

22 reports). Please identify the equipment you propose to use and certify that it truncates the card number in all circumstances in compliance with PDI DSS standards. E. Deposit and Reporting of Credit/Debit Card Transactions. All accepted credit and debit card transactions are to be deposited into the District s credit card account with the bank selected for the District s banking services. The deposits must be gross settlements. Discount fees and charge backs cannot be netted against deposits. Proposers are to indicate the daily transmission cut-off time and indicate if fund availability is one (1) or two (2) days. Daily credit card deposits as posted to the bank account must be available on-line for downloading by the District. All credit card batch settlements shall be posted separately on the daily statements whether net positive or net negative sales. Credit/debit card sales processed in the same batch should be posted to the District s credit card account as a single batch amount. Proposer must identify each batch by merchant. Include the cost of any specialized software needed to access this information when completing the pricing schedule in Section 7. Detailed backup must be provided for all miscellaneous credits and debits. F. Credit Card Chargebacks. Describe your procedure for retrieval requests and processing of credit card chargebacks. Specify if there is a charge for this service. Chargebacks should be charged separately from settlement activity. G. Internet. The District does process some credit card payments over the internet. The credit card payments are credited directly into the District s bank account. Explain fully in your response how the processing of internet credit card transactions and how the deposits are processed. The District has also arranged for a third party processor to accept on-line credit card payments for our student tuition and other charges. H. PCI DSS Compliance. Please describe your process in working with merchants to achieve PCI DSS compliance. It is imperative that you be very specific and understandably clear in this response. I. Credit Card Processing Contact Personnel. The District believes that it is important to obtain good services for its departments and employees involved in credit card processing functions. Proposers shall designate an overall coordinator for the District s account. Attachment 1 is provided to allow each Proposer to list the telephone and fax numbers and addresses of the contacts. It is anticipated that all phone numbers will be either local or toll free numbers. 20

23 J. Optional Services Proposers are encouraged to make proposals on any optional and/or new/innovative services that the bank desires to offer the District. 1. Internet Payment Gateway. Software and related services to provide a gateway for internet payments, electronic check processing, convenience fee, reporting and reconciliation of payments. Please describe your customer service support, location of customer service center, and specify customer service representatives. The remainder of this page intentionally left blank. 21

24 CREDIT CARD PROCESSING RESPONDENT QUESTIONNAIRE 1. Describe your current operations center location, and backup systems used in case of primary system failure. 2. Describe your capability to exchange data using industry-standard protocols and formats that insure adequate security as well as support the formats used in our applications. 3. Indicate if any software is required to support the data exchange in a secure and automated way. Also describe the cost of such software, and which party would be responsible for purchasing such. 4. In regard to data transfer methods, list the formats you support, and the methodology used for client access to account data. 5. Describe your credit card processing system, including schedule for crediting collected funds to our accounts, how disputed and returned transactions are handled, authorization terminals and services available, backup systems, discount fees, and pricing structures. 6. Does your organization provide special services /reporting options? If so, are they independent or bundled with other services? Please provide a descriptive list of special services and reporting options. 22

25 PART 5. EVALUATION CRITERIA The following is a listing of general and specific criteria used for the evaluation of this RFP. The areas include, but are not limited to: 5.1 General quality of responsiveness of proposer: a. Ability to meet all terms and conditions b. Completeness and thoroughness of proposal c. Grasp of scope of work to be performed d. Description of approach to be taken e. Evidence of good organizational and management practices f. Experience and past performance with California community colleges 5.2 Specific areas that will be evaluated: a. Past experience in providing comparable services to other California community college clients. b. Responses to Minimum and Specific Requirements. c. Respondent Questionnaire responses. d. Total direct and indirect costs to the District of required services as outlined, including administrative impact to the District. e. Availability of new/innovative and optional services. Proposals will be evaluated in accordance with the following three-step process: STEP ONE - Verification of each proposer's compliance with the RFP general terms and conditions as listed in Section 1 through 4 of this RFP. STEP TWO All proposals meeting the criteria of Step One will be subjected to a "pointsearned compliance matrix". A selection committee will evaluate and score the proposals. The proposals will be ranked on a "points-earned" technical, service and financial compliance matrix. Due to this type of evaluation procedure, the lowest total cost for services may or may not indicate the successful proposer. Price for services constitutes only one of several evaluation criteria. 23

26 PART 6. PRICING SCHEDULE The undersigned has read and understands all conditions and terms of the Banking Services RFP, is authorized to submit this proposal, and hereby offers to perform the services for the costs/fees indicated on the attached pricing schedule: Please submit the pricing schedule as an attachment to this page. Costs/Fees listed shall include all overhead and profit. No billing will be accepted that shows any other costs than those listed above. This includes, but is not limited to, secretarial, printing, delivery, rent, phone calls, postage, overnight mail service, accounting, etc. Ideally, HCCD would prefer to see pricing valid for an initial contract term of 5 years. If this is not possible using the rates specified for the initial term of the Contract, specify below the percentage above those initial rates that rates may increase for years 2 through 5. The percentages below will allow for yearly evaluation of pricing. Proposer is not guaranteed or entitled to the full percentage in each year if it receives a contract. If the initial 5 year rate cannot be guaranteed rates will be subject to negotiations based on these percentages. Year #2 _% Year #3 % Year #4 _% Year #5 % 24

27 STANDARD SERVICES GENERAL ACCOUNT SERVICES Volume Unit Price Amount Monthly Maintenance $ - Bank Statements $ - Electronic Deposits/credits $ - Balance Mgmt Fee/$1,000 $ - SUBTOTAL $ - CHECK PROCESSING Volume Unit Price Amount Courier Deposits $ - On-us Items $ - Local Clearinghouse $ - Local Fed District 12 $ - Other - Fed $ - Encoding Fees $ - SUBTOTAL $ - CASH VAULT SERVICES Volume Unit Price Amount Touch-tone Automated Order $ - Currency Order/$1,000 $ - Coin Deposited/STD Bag $ - Deposit - Cash or Coin $ - Currency Deposited/$1,000 $ - SUBTOTAL $ - STOP PAYMENTS Volume Unit Price Amount Online Stop - w/ Pos Pay $ - Online Stop - w/out Pos Pay $ - SUBTOTAL $ - RETURNED ITEMS: Volume Unit Price Amount Reclear $ - Chargeback $ - SUBTOTAL $ - INFORMATION REPORTING Volume Unit Price Amount Prior Day Reports $ - Current Day Reports $ - Prior Day - Summary $ - Prior Day - Details $ - Current Day - Summary $ - Current Day Details $ - SUBTOTAL $ - ONLINE CHECK INQUIRY Volume Unit Price Amount Monthly Maintenance $ - Check Inquiry per item $ - SUBTOTAL $ - TOTAL STANDARD SERVICES $ - 25

28 ADDITIONAL SERVICES ACCOUNT RECONCILEMENT/POSITIVE PAY Volume Unit Price Amount Account Recon Monthly Fee $ - Check Paid $ - Positive Pay Monthly Fee $ - Daily Paid Report $ - Outstanding Only Report $ - Image CD Rom $ - Image Capture $ - Positive Pay Exceptions $ - Positive Pay Image $ - Positive Pay Manual Issue $ - Positive Pay Check Upload $ - Payee Verification $ - SUBTOTAL $ - CREDIT CARD PROCESSING SERVICES Volume Unit Price Amount Merchant IDs $ - Processing Rates $ - Software for batch processing $ - Credit Card Authorization Terminals $ - Rental of Entire Year Terminals $ - Rental of Seasonal Use Terminals $ - SUBTOTAL $ - REMOTE DEPOSIT CAPTURE Volume Unit Price Amount Monthly Maintenance $ - Deposits $ - On-us $ - Transit $ - SUBTOTAL $ - WIRES AND ACCOUNT TRANSFER Volume Unit Price Amount Monthly Maintenance $ - Incoming Wires $ - Outgoing Wires $ - Account Transfer - End of Day $ - Account Transfer - Intra-day $ - SUBTOTAL $ - TOTAL ADDITIONAL SERVICES $ - TOTAL BANKING FEES $ - LESS ECR ALLOWANCE $ - TOTAL CHARGES $ - 26