RFP# 7846 Three-Year Contract for Banking Services
Questions and Answers, as of 8-13-15
Section I: Banking Services
Q1. Please provide Account Analysis statements to include current volumes and pricing?
A1. The Account Analysis statements were provided in Addendum No. 1 which is available on the city's website.
Q2. Would the City prefer that we provide responses for the Scope of Services in (Part A) or would responses to the sections indicated in the Proposal Requirements in (Part C) suffice?
A2. Please provide responses as described in Section C – Proposal Requirements.
Q3. Does the City use Armored Car services and if so- who is the provider?
A3. Armored car services are provided by Mid Florida Armored & ATM Services Inc.
Q4. Is the converting of foreign coin to US currency a mandatory requirement to bid?
A4. Proposals submitted will be evaluated based upon the evaluation criteria listed in the RFP and the level of services provided by your firm.
Q5. Would using sub-contractors prohibit us from bidding on the RFP? i.e. Armored Carriers and many Lockbox processors are subcontracted by all banks.
A5. Offerors may bid on 1) the Banking Services only, 2) the Lockbox Services only, or 3) bid on both Banking Services and Lockbox Services. Proposals submitted will be evaluated based upon the evaluation criteria listed in the RFP and the level of services provided by your firm.
Q6. What is the dollar amount and frequency of ACH disbursements to vendor and retiree's?
A6. Retirees are paid monthly – approximate monthly amount of $3,800. ACH payments to suppliers are processed weekly – FY2014 ACH total $18.1 million.
Q7. What are the average annual amounts processed for the following items:
- Retirement: FY14 $45,600
- Vendor payments:FY14 Checks $168.8 million
- Account payables:see other amounts
- E-Payables: FY17 $6.6 million
Q8. Does the city originate ACH debit transactions? I.e. automated payments for utility bill collections.
A8. The City currently does not originate ACH debit transactions.
Q9. Is the City currently using a Purchasing Card Program? If so, are you using e-payables with card?
A9. The City utilizes Purchasing Cards which are not processed via e-payables.
Q10. How many "Special Accounts" are typically opened on average? Are they analyzed with the group, or stand-alone accounts?
A10. It is not expected that the City would open greater than two special accounts annually, which would be analyzed with the group.
Q11. Approximately how many non-encoded items are deposited monthly?
A11. 14,750
Q12. How many Image Cash Letters (ICL) accounts does the City have?
A12. The June 2015 Analysis Statement reports one account billed for Image Deposited Items – ICL.
Q13. Are there forms you require we complete as a part of the RFP?
A13. Yes – please refer to section C of the Request for Proposal.
Q14. Are the City's 120 characters and 2 line requirements mandatory?
A14. The issue relates to City Suppliers with “dba” in the name and causing Positive Pay exceptions. It is the City’s desire to have the name field large enough to eliminate the positive pay exception notification.
Q15. Please provide 3 months of Account Analysis statements.
A15. Provided in Addendum No. 1and 2 which is available on the City’s website.
Q16. Are Payroll Cards a required service? And/or could this portion to awarded to a different institution?
A16. The City currently does not use Payroll Cards, but would like to explore the option as means to gain efficiencies. State is this would be subcontracted in the proposal response.
Q17. Regarding the 10-years as an ODFI, if the institution has less than 10 years, will they be disqualified?
A17. Proposals submitted will be evaluated based upon the evaluation criteria listed in the RFP and the level of services provided by your firm.
Q18. Will the City be receptive to having a Vault location in Orlando?
A18. Proposals submitted will be evaluated based upon the evaluation criteria listed in the RFP and the level of services provided by your firm.
Q19. Regarding international wires, does the City originate in USD or FX?
A19. The City has experienced limited occasions necessitating international wire, and the specific requirements unique to each occurrence may require the wire to other than USD.
Q20. Does the City currently have Full Reconcilement?
A20. The City currently has full reconcilement on seven bank accounts.
Q21. With regards to the character availability for Positive Pay, does the City use the requested 120 characters? Is this a requirement or will less than 100/50/25 be sufficient?
A21. The issue relates to City Suppliers with “dba” in the name and causing Positive Pay exceptions. It is the City’s desire to have the name field large enough to eliminate the positive pay exception notification.
Q22. Please provide a copy of the RFP in word doc? The current pdf doesn’t convert properly to word doc.
A22. Part C, Proposal Requirements is available on the City’s website.
Q23. Please provide an updated Appendix A as the dates requested – the dates on the current form are for 2010.
A23. Per Addendum No.2, this is available on the City’s website.
Q24. Please clarify where the response to the Scope of Services sections "Minimum Qualifications" (page A-4) and "Technical Requirements and Services (page A-5 thru A-12) in the Banking proposal should be placed. We pose the same question for Lockbox services regarding "Minimum Qualifications (page A-13) and Service Requirements (page A-14 thru A-17).
A24. Responses to the Minimum Qualifications will be covered when providing responses to Part C, Proposal Requirements are completed. Responses to Technical Requirements are only necessary if exceptions are taken which would be addressed in Section E – Acceptance of Base Agreement located in Part C, Proposal Requirements.
Q25. Are Lockbox Service a part of the RFP? If so, what are the volumes?
A25. Please see response to question # 5 above regarding the inclusion of Lockbox service in the RFP. Estimated monthly Lockbox volume is 31,250.
Section II: Lockbox Services
Q1. Are Lockbox Service a part of the RFP? If so, what are the volumes?
A1. Please see response to question # 5 above regarding the inclusion of Lockbox service in the RFP. Estimated monthly Lockbox volume is 31,250.
Q2. Should the Lockbox Service response be separated in a different binder or should it be included in the Banking Service proposal?
A2. Each proposal shall be uniquely identifiable if offerors are submitting proposals for both the Banking Services and the Lockbox Services.
Note: The City is still working on other questions received and will post to the website as available. Please email Cindy Brickey () if you emailed questions and did not receive confirmation of your email.
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