RFP No. 2014 -001 Banking Services 1
Contents Price Proposal ............................................................................................................................................... 4 Introduction ................................................................................................................................................ 14 Scope of Work ............................................................................................................................................. 15 Minimum Bank Qualifications..................................................................................................................... 15 Services Required To Be Provided .............................................................................................................. 17 Wire Transfer Services ............................................................................................................................ 17 ACH Services ........................................................................................................................................... 17 Availability of Funds ................................................................................................................................ 17 Monthly Statement and Account Analysis.............................................................................................. 17 Collection and Deposit Service ............................................................................................................... 17 Collateralization of Deposits ................................................................................................................... 17 Online Banking Services .......................................................................................................................... 17 Purchasing Card Services ........................................................................................................................ 17 Positive Pay Services ............................................................................................................................... 18 Remote Deposit Services ........................................................................................................................ 18 Remote Cash Capture ............................................................................................................................. 18 Merchant Services .................................................................................................................................. 18 Courier/Armored Truck Service .............................................................................................................. 18 Employee Banking................................................................................................................................... 18 Gift Cards ................................................................................................................................................ 19 Selection Process ........................................................................................................................................ 19 Qualification and Evaluation of Proposals .................................................................................................. 20 Criteria for Selecting Institution based on Qualifications ........................................................................... 20 Basis of Award......................................................................................................................................... 20 Basis of Evaluation for each Factor ......................................................................................................... 20 Factor 1- Corporate Experience .......................................................................................................... 20 Factor 2- Project Approach ................................................................................................................. 21 Factor 3- References ........................................................................................................................... 21 Factor 4- Capacity ............................................................................................................................... 22 Factor 5 - Cost ..................................................................................................................................... 22 Evaluation Criteria................................................................................................................................... 22 RFP No. 2014 -001 Banking Services 2
Submittals ................................................................................................................................................... 22 Addendum .............................................................................................................................................. 22 The following Attachments must be signed and submitted with proposal: ....................................... 23 Attachment 1 – Equal Employment Opportunity Certification .......................................................... 23 Attachment 2 – Non-Collusion Oath ................................................................................................... 23 Attachment 3 – Drug Free Workplace Act .......................................................................................... 23 Attachment 4 – Compliance with Illegal Immigration Act .................................................................. 23 Attachment 5 – Insurance Requirement............................................................................................. 23 Attachment 6 – Subcontractor Data Form, if applicable .................................................................... 23 Attachment 7 – Reference/ Banking Services Questionnaire ............................................................. 23
Attachment 1 – Equal Employment Opportunity Certification Attachment 2 – Non-Collusion Oath Attachment 3 – Drug-Free Work-place Certification Attachment 4 – Compliance with Illegal Immigrant Act Attachment 5 – Insurance Requirement Attachment 6 – Subcontractor Data Form, if applicable Attachment 7 – Reference/ Banking Services Questionnaire Attachment 8 – Bank activity for the year ended December 31, 2012 Attachment 9 – The Commission’s Current Banks Used Attachment 10 – The Commission’s Current Facility Locations Attachment 11 – Current Merchant Credit Statement Contract Document
RFP No. 2014 -001 Banking Services 3
Price Proposal Price with Credit Card Services LOT 1 THRU 4 Price Proposal to be submitted in a separate sealed envelope.
Page 1 o11
Charleston County Park and Recreation Commission Accounts include, Credit Card, Payroll, Debt Service, Deposit, and Payables LOT 1 – With Credit Card Services - Base Period Years 1 thru 5
Service 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26
Service Charge Maintenance Fee Deposits /other credits Checks Pd/Debits Returned Item ACH Credit ACH Received Debit ACH Maintenance Information Services Account Maintenance Online Account Transfer Online Previous Day Items Online Current Day Items Data Download Previous Day Data Download Current Day Stop Payment/Chargeback CD Rom Items CD Rom Fee ZBA Account Maintenance Non-repetitive wire transfer Incoming wire transfer Reconciliation maintenance Reconciliation items Reconciliation file transmission Remote Deposit Services Courier/Armored Truck Services Credit Card processing charges Base 5 Years Total Items 1 - 26
Estimated Quantity
Unit Price
Total
48 31,831 11,008 71 1,127 201 17
$ $ $ $ $ $ $
$ $ $ $ $ $ $
68 261 5,477 8,559 45,434 670 107 3,937 11 35 15 7 24 5,884 22
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
Estimated $ Value $5,722,000,00
$
$
RFP No. 2014 -001 Banking Services 4
Price Proposal to be submitted in a separate sealed envelope.
Page 2 of11
Charleston County Park and Recreation Commission Accounts include, Credit Card, Payroll, Debt Service, Deposit, and Payables LOT 2 – With Credit Card Services – Option One 6th year
Item 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52
Estimated Quantity
Service Service Charge Maintenance Fee Deposits /other credits Checks Pd/Debits Returned Item ACH Credit ACH Received Debit ACH Maintenance Information Services Account Maintenance Online Account Transfer Online Previous Day Items Online Current Day Items Data Download Previous Day Data Download Current Day Stop Payment/Chargeback CD Rom Items CD Rom Fee ZBA Account Maintenance Non-repetitive wire transfer Incoming wire transfer Reconciliation maintenance Reconciliation items Reconciliation file transmission Remote Deposit Services Courier/Armored Truck Services Credit Card processing charges
6th Year Total Items 27 - 52
Unit Price
Total
48 31,831 11,008 71 1,127 201 17
$ $ $ $ $ $ $
$ $ $ $ $ $ $
68 261 5,477 8,559 45,434 670 107 3,937 11 35 15 7 24 5,884 22
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
Estimated $ Value $5,722,000,00
$
$
RFP No. 2014 -001 Banking Services 5
Price Proposal to be submitted in a separate sealed envelope.
Page 3 of 11
Charleston County Park and Recreation Commission Accounts include, Credit Card, Payroll, Debt Service, Deposit, and Payables LOT 3 – With Credit Card Services – Option Two 7th year
Item 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78
Estimated Quantity
Service Service Charge Maintenance Fee Deposits /other credits Checks Pd/Debits Returned Item ACH Credit ACH Received Debit ACH Maintenance Information Services Account Maintenance Online Account Transfer Online Previous Day Items Online Current Day Items Data Download Previous Day Data Download Current Day Stop Payment/Chargeback CD Rom Items CD Rom Fee ZBA Account Maintenance Non-repetitive wire transfer Incoming wire transfer Reconciliation maintenance Reconciliation items Reconciliation file transmission Remote Deposit Services Courier/Armored Truck Services Credit Card processing charges
7th Year Total Items 53- 78
Unit Price
Tota l
48 31,831 11,008 71 1,127 201 17
$ $ $ $ $ $ $
$ $ $ $ $ $ $
68 261 5,477 8,559 45,434 670 107 3,937 11 35 15 7 24 5,884 22
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
Estimated $ Value $5,722,000,00
$
$
RFP No. 2014 -001 Banking Services 6
Price Proposal to be submitted in a separate sealed envelope.
Page 4 of 11
Charleston County Park and Recreation Commission Accounts include, Credit Card, Payroll, Debt Service, Deposit, and Payables LOT 4 – With Credit Card Services – Option Three 8th year
Item 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104
Service Service Charge Maintenance Fee Deposits /other credits Checks Pd/Debits Returned Item ACH Credit ACH Received Debit ACH Maintenance Information Services Account Maintenance Online Account Transfer Online Previous Day Items Online Current Day Items Data Download Previous Day Data Download Current Day Stop Payment/Chargeback CD Rom Items CD Rom Fee ZBA Account Maintenance Non-repetitive wire transfer Incoming wire transfer Reconciliation maintenance Reconciliation items Reconciliation file transmission Remote Deposit Services Courier/Armored Truck Services Credit Card processing charges
Estimated Quantity
Unit Price
Total
48 31,831 11,008 71 1,127 201 17
$ $ $ $ $ $ $
$ $ $ $ $ $ $
68 261 5,477 8,559 45,434 670 107 3,937 11 35 15 7 24 5,884 22
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
Estimated $ Value $5,722,000,00
$
8th Year Total Items $ 79 – 104 TOTAL WITH CREDIT CARD SERVICES Lot 1 -Total Base Years 1 - 5 Lot 2 - Total Option One - 6th YEAR Lot 3 - Total Option Two - 7TH YEAR Lot 4 - Total Option Three - 8TH YEAR Lot 1 thru 4 Not To Exceed Total
$ $ $ $ $
RFP No. 2014 -001 Banking Services 7
Or Priced Without Credit Card Services LOT 5 THRU 8 Price Proposal to be submitted in a separate sealed envelope.
Page 6 of 11
Charleston County Park and Recreation Commission Accounts include, Payroll, Debt Service, Deposit, and Payables (Does Not Includes Credit Card) LOT 5 – Without Credit Card Services - Base Period Years 1 thru 5 Estimated Quantity
Service 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Service Charge Maintenance Fee Deposits /other credits Checks Pd/Debits Returned Item ACH Credit ACH Received Debit ACH Maintenance Information Services Account Maintenance Online Account Transfer Online Previous Day Items Online Current Day Items Data Download Previous Day Data Download Current Day Stop Payment/Chargeback CD Rom Items CD Rom Fee ZBA Account Maintenance Non-repetitive wire transfer Incoming wire transfer Reconciliation maintenance Reconciliation items Reconciliation file transmission Remote Deposit Services Courier/Armored Truck Services
Base 5 Years Total Items 1 - 25
Unit Price
Total
48 31,831 11,008 71 1,127 201 17
$ $ $ $ $ $ $
$ $ $ $ $ $ $
68 261 5,477 8,559 45,434 670 107 3,937 11 35 15 7 24 5,884 22
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$
RFP No. 2014 -001 Banking Services 8
Price Proposal to be submitted in a separate sealed envelope.
Page 7 of 11
Charleston County Park and Recreation Commission Accounts include, Payroll, Debt Service, Deposit, and Payables (Does Not Include Credit Card) LOT 6 – Without Credit Card Services– Option One 6th year
Item 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50
Estimated Quantity
Service Service Charge Maintenance Fee Deposits /other credits Checks Pd/Debits Returned Item ACH Credit ACH Received Debit ACH Maintenance Information Services Account Maintenance Online Account Transfer Online Previous Day Items Online Current Day Items Data Download Previous Day Data Download Current Day Stop Payment/Chargeback CD Rom Items CD Rom Fee ZBA Account Maintenance Non-repetitive wire transfer Incoming wire transfer Reconciliation maintenance Reconciliation items Reconciliation file transmission Remote Deposit Services Courier/Armored Truck Services
6th Year Total Items 26 - 50
Unit Price
Total
48 31,831 11,008 71 1,127 201 17
$ $ $ $ $ $ $
$ $ $ $ $ $ $
68 261 5,477 8,559 45,434 670 107 3,937 11 35 15 7 24 5,884 22
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$
RFP No. 2014 -001 Banking Services 9
Price Proposal to be submitted in a separate sealed envelope.
Page 8 of 11
Charleston County Park and Recreation Commission Accounts include, Payroll, Debt Service, Deposit, and Payables (Does Not Include Credit Card) LOT 7 – Without Credit Card Services– Option Two 7th Year
Item 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75
Estimated Quantity
Service Service Charge Maintenance Fee Deposits /other credits Checks Pd/Debits Returned Item ACH Credit ACH Received Debit ACH Maintenance Information Services Account Maintenance Online Account Transfer Online Previous Day Items Online Current Day Items Data Download Previous Day Data Download Current Day Stop Payment/Chargeback CD Rom Items CD Rom Fee ZBA Account Maintenance Non-repetitive wire transfer Incoming wire transfer Reconciliation maintenance Reconciliation items Reconciliation file transmission Remote Deposit Services Courier/Armored Truck Services
7th Year Total Items 51 - 75
Unit Price
Total
48 31,831 11,008 71 1,127 201 17
$ $ $ $ $ $ $
$ $ $ $ $ $ $
68 261 5,477 8,559 45,434 670 107 3,937 11 35 15 7 24 5,884 22
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$
RFP No. 2014 -001 Banking Services 10
Price Proposal to be submitted in a separate sealed envelope.
Page 9 of 11
Charleston County Park and Recreation Commission Accounts include, Payroll, Debt Service, Deposit, and Payables (Does Not Includes Credit Card) LOT 8 – Without Credit Card Services – Option Three 8th year
Item 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100
Service Service Charge Maintenance Fee Deposits /other credits Checks Pd/Debits Returned Item ACH Credit ACH Received Debit ACH Maintenance Information Services Account Maintenance Online Account Transfer Online Previous Day Items Online Current Day Items Data Download Previous Day Data Download Current Day Stop Payment/Chargeback CD Rom Items CD Rom Fee ZBA Account Maintenance Non-repetitive wire transfer Incoming wire transfer Reconciliation maintenance Reconciliation items Reconciliation file transmission Remote Deposit Services Courier/Armored Truck Services
Estimated Quantity
Unit Price
Total
48 31,831 11,008 71 1,127 201 17
$ $ $ $ $ $ $
$ $ $ $ $ $ $
68 261 5,477 8,559 45,434 670 107 3,937 11 35 15 7 24 5,884 22
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
8th Year Estimated Total $ Items 76 - 100 TOTAL WITHOUT CREDIT CARD SERVICES Lot 5 -Total Base Years 1 - 5 $ Lot 6 - Total Option One - 6th YEAR Lot 7 - Total Option Two - 7TH YEAR Lot 8 - Total Option Three - 8TH YEAR Lot 5 thru 8 Not To Exceed Total
$ $ $ $
RFP No. 2014 -001 Banking Services 11
Page 10 0f 11
Offer Notes: 1. Evaluation will be made on the total sum of Lots 1 thru 4(with credit card services) items 1 thru 26, items 27 thru 52, items 53 thru 78 and items 79 thru 104 or Lots 5 thru 8 (with credit card services) for items 1 thru 25, Items 26 thru 50, items 51 thru 75 and items 76 thru 100. Items numbers for each lots remains the same, however Lots 1 thru 4 (with credit card services) or Lots 5 thru 8 (without credit card services) will be awarded. Evaluation of alternates/options will not obligate CCPRC to exercise the alternates/options. 2. Price realism analysis will be performed. 3. CCPRC may reject an offer as nonresponsive if it is materially unbalanced as to the price for all items. An offer is unbalanced when it is based on prices significantly less than prices for some work, and prices which are significantly overstated for other work. 4. All allowances, fees, taxes, contractors, sub-contractors’ fees and prices are included in this Total Proposal. 5. Total price based on Banking Services for CCPRC Payment will be automatically drafted every thirty (30) days from the bank account for products and services received. Bank account will be validated for products and services drafted to determine proper amounts drafted as indicated in contract. At a minimum, drafts shall contain the identity of the provider of the services, the date of the services, a description of the services, and any applicable taxes. The prices listed in this proposal includes all pricing, including, but not limited to, all taxes and duties of any kind levied by federal, state, municipal, or other governmental authority, which either party is required to pay with respect to the materials or services covered by this Agreement. Respectfully submitted, Company Name: _____________________ Representative: ______________________ Address: ____________________________ Signature: ___________________________ /Date Submitted:____________________ Title: ________________________ Email: _____________________________ /Phone:________________________
RFP No. 2014 -001 Banking Services 12
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EXCEPTIONS: Offeror must sign one appropriate statement below, as applicable: ( ) Offeror understands and agrees to all terms, conditions, requirements, and specifications stated herein. Firm: _________________________________________________________ Signature: _____________________________________________________ ( ) Offeror takes exception to terms, conditions, requirements, or specifications stated herein (Offeror must itemize all exceptions below, and return with this RFP.): Firm: __________________________________________________________ Signature: ______________________________________________________ Vendors should note that any exceptions taken from the stated terms and/or specifications may be cause for their submittal to be deemed “non-responsive”, risking the rejection of their submittal.
RFP No. 2014 -001 Banking Services 13
Introduction The Charleston County Park and Recreation Commission invites qualified financial institutions to submit proposals to provide banking services to the Commission based upon the scope of work contained in this Request for Proposals. The Commission seeks to obtain a financial institution to administer the Commission’s banking, deposit and custody operations in order to further the following objectives: streamline cash handling, enhance funds availability, increase use of technology to reduce costs and become more efficient at treasury management. The Commission currently has 23 bank accounts disbursed among nine different local and regional banks as well as the South Carolina State Treasurer’s Office’s Local Government Investment Pool. The Commission’s intent is to select a financial institution to provide the requested services listed within the following scope of work. Our goal is to consolidate all of these services into one institution. The scope of work may include, but is not limited to, general account services, information reporting, reconciliation, electronic fund transfers, positive pay, controlled disbursement, returned items processing, image capture, merchant card processing, custody services, investment services, electronic receipt and payment platforms, purchasing cards and business continuity planning. The Commission expects a fixed price contract from the successful financial institution. The length of the initial contract will be a five-year term with three one-year options and an estimated start date of October 2013. The Commission’s prime responsibility is the development of a large, diversified county park and recreation system. The system emphasizes an enterprise approach to recreation. Each park facility offers a variety of programming, natural features and revenue generating opportunities. Profit centers for the commission include day park admissions revenue; cottage, campground and shelter rentals; program revenue including children’s summer camps; corporate events revenue, waterpark facilities revenue; concession and sales revenue; festival and other special events revenue including the Holiday Festival of Lights. Annual park visitation exceeds two million visitors per year. Proposers are encouraged to visit our website, www.ccprc.com, for more information.
RFP No. 2014 -001 Banking Services 14
Scope of Work The Commission currently has 23 bank accounts disbursed among nine different local and regional banks as well as the South Carolina State Treasurer’s Office’s Local Government Investment Pool. The accounts consist of: 1) Bank #1: a. The Commission’s Main Deposit account, with total deposits of $25,395,000 for the year ending December 31, 2012. The vast majority of disbursements from this account are linked to one of two zero-balance accounts (ZBA): b. The Main Disbursement account, a ZBA account which had total disbursements of $18,002,000 for the year ending December 31, 2012. c. The Payroll account, a ZBA account with total disbursements of $14,765,000 for the year ending December 31, 2012. The Commission requires all 179 full-time employees to participate in its direct deposit program. Part-time employee numbers range from 100 employees to 700 employees, season dependent, with approximately 80 percent participating in the direct deposit program. d. The Debt Service account, with total deposits of $5,515,000 and total disbursements of $3,397,000 during 2012. 2) Bank #2 a. The Credit Card Merchant Deposit account, with total deposits of $5,720,000 in 2012. 3) Banks #3 thru 9 a) The Commission maintains a total of 13 deposit accounts with 7 different institutions, with total deposits of $7,239,000 in 2012.
Minimum Bank Qualifications Proposers must provide a company profile, including a list of branches throughout the Charleston area, and maintain at least two branches in Charleston, S.C. Any banking institution responding to this RFP should provide proof demonstrating they meet the following requirements:
Chartered to do business in South Carolina; A sending and receiving bank of the National Automated Clearing House Association (NACHA); Agree to provide all banking and investment services to the Commission; Agree to provide 100% collateral on all funds in excess of FDIC limits the Commission has on deposit with the bank; Specify services, fees, and other compensation the bank would receive from the Commission inclusive of any third party depository contracts; Identify tri-party depository agreements that would ensure compliance with collateral requirements and manner of reporting to the Commission; RFP No. 2014 -001 Banking Services 15
Identify a primary relationship manager and their support structure, who will serve as the Commission’s primary contact as well as their knowledge of the governmental environment and applicable services; Identify the cost/benefits of paying for banking services through direct fees, compensating balances, or a combination thereof, to keep the fees to the Commission at the lowest level possible while considering earnings credit rates, reserve requirements, and insurance fees on deposits; and How are earnings credits calculated? What if any index (es) are used in determining the index credit rate? Propose a cost/benefit comparison for specific banking services including: o Electronic Balance and transaction reporting (image access and usage) Stop Payments Payment capabilities Deposit capabilities Transmittal analysis and statements Digitized storage of paid checks and statements Stale date check management Access to safekeeping/custodial information Access to investment performance reporting o Accounts Controlled disbursement Collection account and services Zero-balance accounts Interest bearing accounts Investment sweep accounts o Security features Positive pay services including payee matching and payroll Reconciliation services Automatic clearing house (ACH) blocking/filtering Check conversion to ACH Non-sufficient funds/ACH conversion for representation of NSF Checks (Represented Check Entries, RCK) Collateral requirements (reporting by the custodian required) Internet security for services, reporting, and transactions o Treasury management services Merchant services related to credit card processing Safekeeping or custody arrangement Procurement cards Web links for Internet payment and reporting services Electronic payment for goods and services RFP No. 2014 -001 Banking Services 16
Services Required To Be Provided Wire Transfer Services The Commission regularly utilizes wire transfers. Responding banking institutions should describe their processes including, but not necessarily limited to, how wires are initiated, security features in place and cut-off times related to transfers.
ACH Services The Commission currently utilizes ACH payments for the direct deposit of net payroll checks as well as the transfer of payroll liabilities to the Federal and State authorities. The Commission is interested in migrating to ACH based transactions in the future, especially in the area of processing payments to vendors. Responding banking institutions should describe their processes, including the areas of initiation, transmission, deadlines, security and reporting features.
Availability of Funds Responding banking institutions should describe their policies regarding availability of funds.
Monthly Statement and Account Analysis Responding banking institutions should describe their monthly statement and account analysis structure including, but not limited to, online availability, timeline for current and past transaction history, security features and reconciliation services.
Collection and Deposit Service In addition to the eleven facilities that the Commission operates, there are often multiple attractions within an individual facility. Consequently, there are multiple close outs and deposits each day from Point of Sale registers. Each cashier generates a deposit that is sealed in a clear control bag; this method of operations can generate approximately 30 to 40 deposits per day at our largest facility throughout the year. Responding banking institutions should describe their approach for handling our needs.
Collateralization of Deposits All deposited funds beyond the limits of FDIC coverage must be one hundred percent (100%) collateralized by federal, state, or municipal securities consistent with the South Carolina State Code of Laws governing municipalities. Responding banking institutions should detail procedures for collateralizing the deposits of public funds.
Online Banking Services Responding banking institutions should provide information including, but not limited to, reporting capabilities, transaction execution, internal controls, electronic document storage options, customer support, and any available training.
Purchasing Card Services The Commission currently has a procurement card system for approved purchases with 131 active purchasing cards; there were 5,537 transactions which totaled $1,708,300 for the year ending December RFP No. 2014 -001 Banking Services 17
31, 2012. Responding banking institutions should provide information regarding its options for handling such a program, inclusive of: the online card management processes, payment options, card control and usage restriction options, reporting capabilities, system requirements and security features. Additionally, the institution should include the amount of rebates for all purchases on the cards.
Positive Pay Services The Commission currently does not use a Positive Pay cash-management service to deter check fraud; however, the Commission is interested in migrating to positive pay in the future. Responding banking institutions should describe processes including, but not limited to, transmission methods, deadlines, security measures and exception reporting.
Remote Deposit Services Remote Deposit Capture including Check Truncation and Check Conversion – Responding banking institutions should describe services related to scanning equipment (lease options), software, transfer procedures, batching and security, portal entry or stand-alone service, deadlines for same day credit of deposit, document retention policy for checks converted to ACH or processed via remote deposit capture and liability for fraudulent deposit items.
Remote Cash Capture Institutions should describe services available to the Commission to manage onsite cash storage via Remote Cash Capture (Cash Vault/Smart Safe Technologies) service or other methods, including equipment and costs involved.
Merchant Services Third party credit card processing is currently handled by First Data Corporation. Responding banking institutions should describe any benefits the Commission may experience by changing providers. This service may be excluded by the Commission depending on the benefits obtained by changing service providers.
Courier/Armored Truck Service The Commission currently makes deposits via armored car during times of seasonal peak cash receipts. Responding banking institutions should address the pickup of deposits at James Island County Park (JICP) and Wannamaker County Park (WPC) during the following timeframes: Memorial Day – Labor Day and at JICP only from mid-November- January 1st. Also, describe any mutual benefits received from the implementation Remote Cash Capture (Smart Safe Technologies) program and armored car pickup schedule and associated fees.
Employee Banking Describe in detail any banking services you propose to offer the Commission’s employees. Indicate whether employees would have to enroll in direct deposit to avail themselves of the services offered. Also include any literature that might be offered to current and newly hired employees.
RFP No. 2014 -001 Banking Services 18
Gift Cards The Commission has looked into replacing paper gift certificates with electronic gift cards in the past but has been unable to do so because of the inability for customers to use the cards at both our facilities as well as online when registering for programs. Describe your processes involved in instituting a global gift card program with acceptance at all POS terminals throughout the park system as well as online.
Selection Process Proposals will be received from qualified Contractors; however, no proposal submitted may be withdrawn for a period of sixty (60) days after the date the proposals are due. The Commission will determine whether the evidence of ability to perform is satisfactory and will make awards only when such evidence is deemed satisfactory. The Commission also reserves the right to waive any irregularities and/or reject any and/or all proposals that do not adequately meet the Owner’s intended quality, cannot meet the schedule, or are not within the Owner’s budget constraints. The Commission also reserves the right to accept the proposal as a whole or any items listed on the Proposal Form. Listed below is the anticipated schedule: Deadline for Questions:
September 2, 2013 at 2:00 p.m.
Addenda issued, if deemed necessary: September 5, 2013 Proposals Due:
September 10, 2013
Proposers, by virtue of submitting a proposal, agree to the Commission’s terms and conditions herein and will take precedence over any terms and conditions submitted with the proposal, either appearing separately or included in other literature. Withdrawal of an inadvertent or erroneous proposal before award may be permitted if there is reasonable evidence of a clerical or mathematical error. A mistake of business judgment does not constitute adequate grounds for withdrawal of a proposal. In the case of any ambiguities between the proposals and contract documents, the Commission’s Contract and Procurement Policy will prevail. Upon submission, all proposals become the property of the Commission and are subject to public record laws. It is the Proposer’s responsibility to notify the Commission of any proprietary information listed in proposals submitted. If a proposal contains proprietary information, the Proposer shall include a cover letter indicating such information. In addition, any information in which the proposer considers proprietary MUST be clearly marked “proprietary” next to the relevant part of the text in order for it to be treated as such. It is anticipated that the selected Proposer will enter into the attached Blanket Purchase Agreement and Open-Ended Contract with the Commission for a period of five years, with options for additional three one year options. The initial contract period shall start on the date of the Agreement for a period of five years. All prices, terms and conditions shall remain firm for the initial period of the Contract and for any renewal period, unless price adjustment is requested, justified and accepted by the Commission. The Commission, at its discretion, may renew this Contract annually, up to three additional years, subject to RFP No. 2014 -001 Banking Services 19
satisfactory performance and with determination the renewal will be in the best interest of the Commission.
Qualification and Evaluation of Proposals Selection and award will not be based solely on the lowest priced proposal. Proposals will be evaluated and independently scored based upon, but not limited to, the following factors: (Note: these criteria are not necessarily listed in order of importance.) 1) 2) 3) 4) 5)
Corporate Experience Project approach References Capacity Cost
The Commission will determine the best value based upon these criteria and recommend the selection of a Proposer. Proposals for services shall include all charges including, but not limited to, taxes and duties of any kind levied by federal, state, municipal or other governmental authority which either party is required to pay with respect to services covered under this agreement.
Criteria for Selecting Institution based on Qualifications Basis of Award The award determination shall be based on technical and price factors, not necessarily the lowest price. Following the deadline for submittal of proposals, a selection committee will review, analyze, and rank all submittals based on their response to the information requested. If desired, the selection committee may short list the number of qualified responding banking institutions. The Commission reserves the discretion to determine the number of banking institutions that will be on the short list. The Commission reserves the right to reject any or all submittals and to waive defects, technicalities, and/or irregularities in any submittal. The Commission reserves the right to finalize a contract based on all factors involved in the written qualification submittal without further discussion or interviews.
Basis of Evaluation for each Factor The Institution shall be rated higher during evaluations if their proposal meets or exceeds the following items: (Factors 1 through 5). Factor 1- Corporate Experience Basis of Evaluation: The responding institution will be evaluated in order to determine if its company has demonstrated the necessary corporate experience to meet the Commission’s needs.
RFP No. 2014 -001 Banking Services 20
1. Provide the name, title, address, phone number, fax number and e-mail address of the primary contact person(s) assigned to this account. 2. Describe the firm’s policy on changing the primary contact person on an account. 3. Name the individuals who will work with the Commission on a day-to-day basis; and Information should include: a. Identify what each person’s role and responsibilities will be. b. Biographical information. c. Experience working with governmental agencies. d. Number of years’ experience in this field. e. Number of years with your firm. f. Is local customer service support available at the bank’s local branches? 4. Provide the current credit ratings by Standard & Poor’s Rating Services and Moody’s Investor Services. If the institution is not rated by these rating organizations, provide other evidence of the institution’s financial strength. The successful institution shall notify the Commission of any changes in its rating(s) during the life of the contract; Factor 2- Project Approach Basis of Evaluation: The responding banking institution may be rated higher during evaluations if their proposal indicates a solid understanding of the Commission’s needs, present innovative or creative approaches to those needs and meets or exceeds the following items:
Capability to provide services and supplies Provide supply and service approach Timely response to requests for onsite support
Factor 3- References Basis of Evaluation: Include at least 3 references that are of similar size and scope of service utilization as the Commission, preferably located within the Charleston, South Carolina area. The Commission is interested in information that reflects a trend of satisfactory and/or an outstanding level of performance, considering:
Successful completion of tasks Timely product delivery Quality products and services Cooperativeness and teamwork at all levels
In addition to the above, the Commission may review any other sources of evaluation information of past performance. Other sources may include, but are not limited to, inquiries of banking institution representative(s), and any other known sources not provided by the banking institution. While the Commission may elect to consider data from other sources, the burden of providing detailed, current, accurate, and complete past performance information rests with responding banking institution. Based on the trend and satisfactory and/or outstanding ratings, performance may be rated higher.
RFP No. 2014 -001 Banking Services 21
Factor 4- Capacity Basis of Evaluation: The responding banking institution will be evaluated to determine if their proposal has sufficient capacity to meet and maintain service. Capacity is determined based on ability to meet the technical requirements of this RFP as well as the local resources and personnel that will be allocated to the Commission. Factor 5 - Cost Basis of Evaluation: The Commission will evaluate cost based on the total price proposal submitted for items requested by name in the Cost Proposal for items 1 thru 5. Analysis will be performed by one or more of the following techniques to ensure a fair and reasonable price:
Prices received in response to the RFP Cost realism analysis performed
Evaluation Criteria Each response to this Request for Proposal will be subject to the same review and assessment process. Submittals will be evaluated on the basis of the Proposal’s technical capability and experience. All banking institutions submitting qualifications must provide at a minimum, their expertise and capabilities as they relate to the Factors 1 through 5, with regard to the work outlined by the RFP. The distinction between corporate experience and past performance is corporate experience pertains to the types of work and volume of work completed by a banking institution comparable to the types of work covered by this requirement in terms of scope and complexity. Past performance relates to how well a banking institution has performed.
Submittals Each Proposer shall complete and submit the attached Reference /Banking Services Questionnaire, Attachment 7. Proposer is encouraged to provide any additional options and fees for services they may offer that are not listed in the RFP. Each proposal will be evaluated and a banking institution will be selected in accordance with this RFP.
Addendum Submitter acknowledges that it is the submitter’s responsibility to determine whether an Addendum has been issued. If so, the submitter must obtain copies of such Addendum from the Commission’s website and agrees to be bound by all Addenda that have been issued for this Request for Proposal. If an addendum is issued, the submitter shall sign and return each addendum with the proposal submitted.
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The following Attachments must be signed and submitted with proposal: Attachment 1 – Equal Employment Opportunity Certification Attachment 2 – Non-Collusion Oath Attachment 3 – Drug Free Workplace Act Attachment 4 – Compliance with Illegal Immigration Act Attachment 5 – Insurance Requirement Attachment 6 – Subcontractor Data Form, if applicable Attachment 7 – Reference/ Banking Services Questionnaire
The following Attachments are provided for information purpose. Attachment 8 – Bank activity for the year ended December 31, 2012 Attachment 9 – The Commission’s Current Banks Used Attachment 10 – The Commission’s Current Facility Locations Attachment 11 – Current Merchant Credit Statement – Attachment is to be provided by Addendum. All technical questions shall be submitted in writing no later than 2:00 PM on September 3, 2013 to the attention of Ms. Lanna Wright, Charleston County Park and Recreation Commission, 861 Riverland Drive, Charleston, SC 29412 or by e-mail to
[email protected]. An addendum, if deemed necessary, will be posted on the website, ccprc.com. Price proposals must be sent in a separate sealed envelope. Submit one original clearly marked “Original” and four (4) copies in the following format: 8-1/2 x 11, font size 12, and a maximum of 75 pages. Provide the proposals in three ring binders with a cover page including name of Finical Institution, address, phone, email and fax numbers, contract number and point of contact. Proposals must be received no later than 2:00PM on September 17, 2013. All proposals must be sent to the attention of Ms. Lanna Wright, Procurement Manager, 861 Riverland Drive, Charleston, SC 29412 and clearly marked on the bottom left hand corner, Bank Services RFP#2014-001. All Cost/Cost Structure proposals must be sent in a separate sealed envelope to the attention of Ms. Lanna Wright, Procurement Manager, 861 Riverland Drive, Charleston, SC 29412 and clearly marked on the bottom left hand corner “Price Proposal Banking Services RFP#2014-001- [name of firm].”
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