CITY OF COMMERCE Lilia R. Leon Mayor Tina Baca Del Rio Mayor Pro Tem ADDENDUM NO. 3 October 28, 2015 CITY OF COMMERCE Request for Proposal General Banking & Cash Management Services The City of Commerce hereby issues Addendum No. 1 to the above reference solicitation. The purpose of this Addendum is to alter, clarify and/or modify Bid Document as stated herein. Language deleted is shown by a strikethrough; language added or modified is shown in underline italic. All other terms, conditions and requirements of the Bid Document remain unchanged. **Please note: CONTRACT PERIOD on RFP has been strikethrough** Deadline for questions is October 22, 2015. Proposal Due Date: November 10, 2015 by 5:00 PM. Questions and Answers: Updated 10/16/15 Ivan Altamirano Hugo A. Argumedo Oralia Y. Rebollo Council Member Council Member Council Member 1) How many accounts does the City of Commerce have? - Five: checking, payroll, credit card, dental, and Successor 2) Are you using any other banking services outside of Bank of America? 3) Who is handling your custodial services? - Wilmington and US Bank. 4) What is the estimated amount of your portfolio? - $25,000,000.00 5) Are there loans with Bank of America? 6) Are there any controls to the wire transfer and specialized reporting? - We would like to establish this service with the new bank. 7) Who are your key staff members that will work with the new bank? - Agatha Cheng Accountant, Nancy Panting Payroll Specialist and Elena Cruz Account Technician. 8) How many cash pick-up locations are there? 4 Library, 2 Snackbars, 1 City Hall Cashier, 4 Parks, and Aquatorium 9) Does the City use Positive pay? 2535 Commerce Way Commerce, California 90040 (323) 722-4805 FAX (323) 887-4441
10) What Finance Account system do you use? - New World System, Logos. 11) Is your Finance system integrated with your bank? 12) When do you plan to go leave? - Sometime in December 13) Do you plan to change custodial services? ***Questions Updated 10/28/15*** 1. Will the financial institution be automatically disqualified if not rated by Moody's or Standard & Poor's? 2. What is the cut-off for deposits to ensure same day credit? - 11:45pm PST 3. Is same day deposit credit a requirement? 4. Can the City's accounting system send and receive XML file format? 5. Please provide a sample of the bank reconciliation currently performed "in-house. - Please see attached Bank Reconciliation Statement attachment. 6. Provide samples of various reports currently being used or a request of what type of reports that you will need. - The City is interested in how the bank will reconcile the checks the City cuts for AP and payroll. 7. If the City requires a credit card ("purchase card"), what is the monthly limit needed and number of card users? - The City does not need at this time. 8. Please provide current ACH limits the City has for payroll? Is this file electronic online or file upload? - $5,000 ACH limit - file upload 9. What ACH limit needs do you anticipate for vendor payments as you convert from check to ACH? - Unknown at this time. 10. What online wire limits does the City have or anticipate increase needs? limits. 11. Please provide average daily deposits for City Hall via checks for remote deposit and including coin and currency for weekly deposit pick-up. - Average Weekly Remote Deposit - $550,452; Coin & Currency $5,807
12. Please provide a monthly estimate of employee payroll checks cashed at branch. - Less than 25. 13. Does the City receive online images,image transmission file? 14. Please provide the name and version of any software or POS system(s) currently being used for payments. - ActiveNet and Authorize.Net 15. Please provide the make and model number of terminals used for payment processing at each location. How many terminals? - 2 Terminals - First Data Model No. FD-400GT; Magtek Model IPAD 16. Are transactions settled via dial-up or IP based communication? - IP based 17. Does the City intend to retain same hardware or upgrade? - Retain same hardware but interested in new technology. 18. Does the City require IVR capability for credit card payments received? 19. What type(s) of credit cards does the City currently accept? - Mastercard, Visa, Discover, American Express 20. Is the City PCI compliant? 21. Will the City require/allow on-site ATM services? 22. Provide more information on daylight overdraft protection and limits? t a concern for the City at this time. 23. Please list the Armored Carrier locations, number of pickups each week per location, preferred days and times and current Armored Carrier. - Garda picks up once a week at City Hall. Day and times are negotiable. 24. What file types do you require? Can you provide a copy of your current specialized report? - The City currently does not use Account Reconcilement or Positive Pay. We are interested in learning more about the different processes that are available. 25. What type of payment cards do you want to use? (Debit, MasterCard, Visa, Discover, American Express) - The City accepts MasterCard, Visa, Discover, American Express and Debit cards. 26. Describe the typical unencoded check deposits.
- The determination of encoded or unencoded checks are done by Bank of America. The City uses a scanner provided by Bank of America to scan checks for deposit. 27. Describe the excessive rejects encoded. - The City has corrected this issue and will not need a price point for it. 28. Describe the Global Money Transfer System. - The City does approximately 10 wires a month nationally. 29. What is the reason 35% of your investments are kept in cash? - The City s portfolio is currently conservative. We are interested in diversifying our portfolio. 30. Debit posted other (What are these) - ZBA Debits 31. Credit posted other (what are these) - ZBA Credits 32. IDS Statement item sorting - Special instructions to sort a statement other than in the default order. 33. Estimated total annual spend (dollar amount of payables) - $55M 34. Estimated dollar amount of each payment Varies from $1 - $1M 35. What are the services/products provided for which you accept and process credit cards? - All City programs, licenses, fees and events. 36. How is the City of Commerce currently processing their transactions? I. % Card Present (swiped) II. % Card NOT Present - The City doesn t differentiate between card swiped or card not present. The City averages 63%. III. % E-commerce IV. % Website - The City started last year utilizing online payments. The City averages 11%. 37. How many merchant accounts do you have? - 1 38. What credit cards do you accept? - Mastercard, Visa, Discover, American Express and Debit cards 39. Do you process Pin Debit transactions?
40. Do you process Electronic Check or ACH transactions? - Limited 41. Do you process recurring transactions? - For the City s Day Camp and Kids Club, the City has autopayment plans through ActiveNet. 42. What other types of payments do you process? - Checks, cash, money orders, cashier s checks, credit cards 43. Are you using software or a payment gateway? (If so, please provide manufacturer, software name, version, and website.) - ActiveNet (Parks) and Authorize.net (Business License) 44. Do you accept payments through your website? (If so, please provide shopping cart and payment gateway used.), business license renewals through Authorize.Net, limited park programs and events through ActiveNet. 45. Do you use a POS (Point of Sale) System? (If so, please provide manufacturer and model number.) 46. What type of credit card equipment are you currently using? (Please provide manufacturer and model number.) - First Data Model No. FD-400GT; Magtek Model IPAD 47. Do you process mobile payments? (If so, please provide payment solution used.) 48. Are you currently PCI Compliant? 49. What payment processing features are important to your organization? - Scanning checks for remote deposit, user friendly reports and online support. 50. What if any challenges related to your payment processing would you like to resolve? - Utilize electronic payments. Prepared by: Roy Chavoya Jr. Purchasing Assistant City of Commerce