ADDENDUM NO. 4 REQUEST FOR PROPOSAL NO. R BANKING AND MERCHANT SERVICES FOR HIGHER EDUCATION

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1 Attention to Proposers: This constitutes Addendum No. 4 to the referenced Request for Proposals (RFP), and consists of: This eight (8) page cover letter, which provides responses to questions raised by a prospective proposer. Three (3) page Attachment 1 providing the Courier Pick-Up Schedule at the Eastern Campus, the Baker s Workshop, and the Ammerman, and Michael J. Grant Campuses Q1: Please provide the current banking structure and cash flows activity to/from Suffolk County or New York State for the period of January 1, 2016 through December 31, Based on the information provided, there is one General Depository Acct, one Payroll acct, and one student account. A1: Payments from NYS and Suffolk County are deposited into the General Depository account via ACH. Q2: Who is your current Armored Carrier for transportation? Please provide number of days required. Is there a specific time frame of pick up/drop off? When does contract expire? Do you contract directly with Armored Carrier for transportation? A2: Rapid Armor. Pickups are scheduled based on activity as reflected in Attachment 1-Courier Pick-Up Schedule. The College does not currently have a separate contract with the courier. Q3: What is your current method to order coin and currency? How are orders placed and how many days in advance? Please provide frequency and are the shipments in full boxes. Please provide detail. A3: Orders are placed as needed. Specifics of the order are determined between armored carrier and College. See A17 below Q4: Are the forms in Section V-Legal Appendices that are not also included in Section VI-Miscellaneous Forms (Living Wage, Lawful Hiring of Employees, etc.) to be submitted with our response or are those required only if we are awarded the contract? A4: All forms in Section VI-Miscellaneous Forms must be submitted with the RFP response, in the original Proposal only. In addition, all applicable forms in Section V-Legal Appendices must be submitted with the RFP, in the original proposal only. Page 1 of 8

2 Q5: Should the Cost Proposal be contained in a separate document? A5: No. Q6: Please provide monthly processing volumes for all Depository and Cash Management services. Is same day credit mandatory for cash deposits? Please provide activity/seasonality of these deposits including cash breakdown per month A6: See breakdown of deposit activity by month below. Same day credit is required. Cash Check CC-POS CC-WEB Total $ # $ # $ # $ # $ # Sept 167, ,382 1, ,611 1, ,601 1,130 1,521,899 4,464 Oct 444,816 1,161 1,509,405 4, ,268 1,837 1,941,588 2,852 4,692,077 10,439 Nov 270, , ,850 1,393 1,583,828 2,022 3,164,267 5,251 Dec 486,255 1,172 2,424,788 2,071 1,418,182 2,111 3,280,495 3,286 7,609,720 8,640 Jan 1,326,043 3,038 2,194,893 2,267 2,821,321 5,187 7,072,811 7,620 13,415,067 18,112 Feb 252, ,023 1, ,771 1,549 1,153,204 2,056 2,429,503 6,069 Mar 403,945 1, ,174 1, ,311 2,081 1,843,103 2,636 3,856,532 7,611 Apr 181, ,347 1, ,377 1,432 1,127,767 1,509 2,429,280 4,859 May 409,665 1, ,366 1,477 1,206,382 2,377 2,525,623 3,039 5,080,036 8,045 Jun 141, ,500 1, ,411 1, ,690 1,202 1,794,784 4,028 Jul 243, ,571,200 1, ,128 1,322 1,663,144 1,893 4,321,972 5,241 Aug 1,679,115 3,395 2,489,537 2,593 3,481,971 5,307 6,327,835 6,419 13,978,459 17,714 Totals 6,006,908 15,783 14,568,417 21,977 13,994,583 27,049 29,723,688 35,664 64,293, ,473 Page 2 of 8

3 Q7: Section d. Financial Viability on page 13 requires us to submit current financial statements. Due to the length of these documents, which can be hundreds of pages long, will a link to an online site where these documents are available be acceptable? A7: Yes. Q8: Is SCCC interested in solutions for any or all of the following: electronic refunds for financial aid disbursement, payment plans, and/or campus-wide non-a/r payments (e.g. merchandise sales, donations, continuing education, etc.)? A8: Yes, College is interested in any additional and/or complementary products or solutions vendor may propose. Q9: Do you have Banner Finance? If not, what G/L system do you use? A9: Yes we use Banner Finance (currently using 8.10 converting to Banner 9 in Summer 2018) Q10: In Exhibit 1-Questionnaire of Service Availability, sub-section Payment Gateway, item #3 on page 23, we have seen the term transaction types used to mean several different things. What do you mean by that term? A10: Credit /debit/pin debit/e-check/ach/ recurring transactions, etc. Q11: In Exhibit 1-Questionnaire of Service Availability, sub-section Payment Gateway, item #8 on page 23, with what specific applications and systems would you like our service to interface? A11: Ellucian Banner/Payflow Pro Q12: In the Online Bill Presentment and Payment section of Exhibit 1-Questionnaire of Service Availability, sub-section Bill payment, item #3 on page 24, what do you mean by controls and customer provided blocks? A12: College may want to limit vendors, amounts, ACH debits, etc. Q13: How many deposits per day does each campus make and where are they made? Branch? Vault? A13: All cash deposits are currently made via courier. Each campus prepares one courier bag per day. Each bag will contain a deposit slip for each cash register (up to 5 registers per bag). See Attachment 1. Page 3 of 8

4 Q14: Per campus location, what is the average amount of cash deposited per day via the branch? Via the vault? A14: All cash deposits are made via armored courier. Deposit amount vary drastically throughout the year. During peak payment times pickups are done 2-3 times per week (see chart of monthly activity referenced in A2 above) Ammerman $42k East: $28k Grant $54k Q15: Is any coin deposited at the branch? How often? Daily? Will any of the deposits exceed $20 in coin? A15: Coins may be included in the daily deposit. It is rare to have large amounts of coin in a deposit. Q16: Per campus, how often are change orders placed via the branch? Daily? Weekly? A16: On average 2x/month per campus (maybe slightly more or less during peak/non-peak times). Q17: Per campus, what is the average amount of change orders? A17: Standard Change Order request options were established in collaboration with the current courier: Option 1 Option 2 Option $1.00 = $ $1.00 = $ $1.00=$ $5.00 = $ rolls of quarters = $ $5.00=$ rolls of quarters = $ rolls of dimes = $ rolls of quarters =$ rolls of nickels = $ rolls of dimes=$ rolls of pennies = $ rolls of nickels=$ rolls of pennies=$5.00 Total = $ $100 $300 Q18: What is your monthly volume of checks deposited via desktop scanner? A18: Annual activity: $21 million 28,500 checks. Page 4 of 8

5 Q19: How many locations make a deposit via a desktop scanner? A19: 3 Q20: Do you use an Image Cash Letter service (which is different than remote deposit scanning)? If so, how many checks do you deposit on a monthly basis via an Image Cash Letter? A20: No Q21: How many deposited check return items do you receive today? A21: Approx /semester Q22: How many deposited return items are re-deposited? A22: All returns are redeposited once. Q23: For each application for online payments, please indicate SCCC s preferred funding model either a) payerpaid convenience fees or b) client-funded via account analysis billing the funding method can be different per application. A23: Currently students pay a Web Pay access fee of $20. This fee is waived when students pay using an SCCC URL. The College will consider other models. Q24: For online payment transactions, how many statements will be stored annually? A24: With regard to Online Bill Presentment, the College is looking for an e-billing solution which would be a new process for us. Therefore, the College cannot provide that information at this time. Q25: What is the current process for statement presentment? Are statements presented in the PayPal gateway? A25: Billing is currently prepared in-house individual student billing statements are not presented in the PayPal gateway. Page 5 of 8

6 Q26: Please provide the web site for the software solutions that you utilize so that we can perform additional research A26: We do not use any 3 rd party software for our banking/finance operations. Q27: For each application for payments, could you provide the annual volume and dollar amount for the following: Web/Mobile Recurring Payments (if distinguishable from above) IVR Payments Onsite Card Payments (POS) Credit/Debit Card E-Check Volume $ Amount Volume $ Amount A27: The College does not currently process e-checks, recurring payment or telephone payments. Credit/Debit Card E-Check Volume $ Amount Volume $ Amount Web/Mobile 38,000 $32 million N/A Recurring Payments (if distinguishable from above) N/A N/A IVR Payments N/A N/A Onsite Card Payments (POS) 32,000 $17 million Q28: Are you looking for wireless solutions? A28: SCCC will consider wireless solutions. Q29: How many chargebacks do you receive monthly? A29: 1 or 2 Q30: Does the College provide a combined or individual Payment Instruction Files for each payment type from your Ellucian Banner ERP for upload of payment information to the Bank? A30: The College does not currently have a payment solution in place. Page 6 of 8

7 Q31: Does the College use a Travel Management system such as Ellucian/Banner module, Concur, etc? A31: No Q32: How frequently does the College pay for approved transactions? (Weekly, monthly, etc.) A32: The College does not currently have a payment card solution in place. Q33: Does SCCC process their own payroll in-house or do they use a Payroll Services Provider? A33: Payroll is processed in-house Q34: Are volumes available for the services requested A34: Accounts Payable Vendor Checks Annual volume approximately 10,000 check issued (will decrease with a new payment solution product) ACH currently process about 200 ACH payments annually (will increase as more vendors are paid with ACH) Student Refund checks 27,000/year (will decrease with electronic refund solution) Other transfers ACH Transfers between SCCC banks to fund operations: 20/year Book transfers: 150/year Federal/State Tax ACH 52/year We do not separate deposits by check from ACH deposits in our operating account so we cannot provide that information. Total operating deposits recorded ACH and paper checks = 600/year (this is only general college operating transactions, information regarding student tuition payments was provided above) Proposers are also welcome to provide pricing by range of volume if we have not provided sufficient information. Q35: Please clarify what is meant by Account Validation Services A35: Verification of account ownership (for electronic receivables and payables) Page 7 of 8

8 Q36: Please list any improvements the College would like to achieve through this RFP process A36: The College is interested in any products and industry innovation that will improve process efficiency, security of assets and data, and enhance services to students and other customers. Q37: Please list currencies currently processed for international payments A37: The College does not accept payment in foreign currency. Q38: Is the Federal Home Loan Bank (FHLB) an acceptable form of collateral for deposits? A38: Yes, the College does accept FHLB letters of credit as collateral. The proposal due date and time of August 31, 2017 no later than 12:00 PM remains unchanged. All other terms and conditions of the RFP remain unchanged. A copy of this addendum must be signed by the proposer and attached to the proposal response. Prior to submission of your proposal, please check the College s website to confirm receipt of all Addenda that may have been issued under the RFP. Beatriz Castano Beatriz Castaño Administrative Director of Business Operations Acknowledged and Subscribed to: Firm Name By (Sign in ink) Title Print Name Date Page 8 of 8

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