WOODBURY CITY BOARD OF EDUCATION 25 N. Broad Street Woodbury, NJ (856) (856)

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1 WOODBURY CITY BOARD OF EDUCATION 25 N. Broad Street Woodbury, NJ (856) (856) REQUEST FOR PROPOSALS BANKING SERVICES NOTICE OF SOLICITATION Notice is hereby given that the Woodbury City Board of Education, County of Gloucester, State of New Jersey, is requesting proposals to provide Banking Services for the Woodbury City Public School District for the school year. Proposals must be submitted to Kara Huber, Business Administrator/Board Secretary, Woodbury City Board of Education, 25 N. Broad Street, Woodbury, NJ by Tuesday, May 19, 2015 no later than 4:00 PM. Proposals must be submitted in a sealed envelope with the name of the RFP clearly marked on the outside of the envelope. All questions concerning this notice should be addressed in writing to Kara L. Huber, Business Administrator/Board Secretary to the above address. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. All responsible firms are encouraged to submit proposals. The Board of Education reserves the right to accept or reject any proposals submitted in the best interest of the school district and the Board further reserves the right to waive any defect or informality in any proposal should it be in the best interest of the school district. Proposals are required to comply with the requirements of P.L. 1975, c. 127 (N.J.A.C. 17:27). The district intends to enter into a contract with the successful Proposer incorporating all provisions of the Request for Proposal. By submitting a Proposal, the Proposer is agreeing to enter into such a contract if they are awarded the work. The Contract will begin on July 1, 2015, through and including June 30, The Board reserves the right to exercise renewal thereafter. The Board of Education has the right to terminate with a 30-day notice. This Request for Proposal does not constitute a bid and is intended solely to obtain competitive proposals from which the Board of Education may choose contractor(s) that best meet(s) the Board of Education s needs. It is the Board of Education s intent that no statutory, regulatory, or common law bidding requirement apply to this Request for Proposal. The Board of Education intends to award this contract pursuant to N.J.S.A. 18A:18-5.a(1).

2 WOODBURY CITY BOARD OF EDUCATION 25 N. Broad Street Woodbury, NJ (856) (856) REQUEST FOR PROPOSALS BANKING SERVICES Minimum Required Information/Documentation All Requests for Proposals for professional service contracts shall include at a minimum the following information/documentation. 1. Names of individuals who will perform required tasks as well as the listing of their licenses. a. Identify the person who will be primarily responsible for the services required by the Board of Education and provide a description of the experiences of the primary person with projects and issues similar to those more specifically set forth in this proposal and on behalf of the Woodbury City Board of Education. b. Identify persons who will serve as back up to the primary person including resumes of all parties. 2. Describe ability to provide services in a timely fashion including a description of your staffing and a description of your familiarity with the services required by the Woodbury City Board of Education per the information below. Scope of Services 1. General Account Our current bank pays us interest on the entire balance (i.e. no compensating balances are required) in our general account. In an average month we write approximately 160 checks from and make approximately 20 deposits to this account. The average daily balance is approximately $1,800,000. We also have approximately 10 to 25 wire transfers from the State of New Jersey made monthly into the account. a. What suggestion (s) would you make to obtain the best return on these funds? Identify the rate that you offer. If your proposed rate is not tied to a published rate, please include the amount of time that this rate is guaranteed.

3 b. If you suggest an investment vehicle such as the New Jersey Cash Management Fund, are automatic overnight sweeps included? What monitoring requirements would we have? c. What fees would be charged for each of these services: wire transfers, check clearing, check deposit processing, stop payments, check sorting, deposit slip and check printing? Is there a fee for investment sweeps? Are there any other transactions for which fees would be required? 2. Student Activities Account We have a student activities account out of which we write an average of 30 checks and make approximately 50 deposits per month. It carries an average balance of $135,000. a. As above, how would you maximize our interest in this account? b. Would there be fees for this account above and beyond those for the general? If so, how would these fees be assessed, directly or through compensating balances? How much would the fees be? 3. Payroll and Payroll Agency Accounts Even though our payroll accounts are zero balance accounts, there are residual balances in each. The payroll account has an average daily balance range of $50,000 - $130,000 and the Agency Account has an average daily balance of about $50,000. From our payroll account, we write approximately 20 checks per month and perform a wire transfer 2 times per month for employee direct deposit payroll, and 2 bank transfers are made per month. The agency account has about 30 checks written per month, 5 8 ACH wire transfers and 6 bank transfers per month between Woodbury City BOE Bank Accounts. Payroll direct deposit is required by all permanent employees. a. Would any fees be assessed of compensating balances be required for Direct Deposit or payroll services? If so what would the charges be? b. What hardware requirements are there for these services? Software? c. What would be the total cost of maintaining these accounts? 4. Other Accounts The Woodbury City Public School District also has the following smaller accounts: a. Capital Reserve the average daily balance is $450,000 and is an interest bearing account only.

4 b. Athletics the average daily balance is $4,000. Approximately 50 checks and 1-2 bank wire transfers are made monthly. c. Scholarship the average daily balance is $70,000. Less than 10 deposits are made monthly and sixty checks are written yearly. Woodbury City BOE also holds a Money Market Account with an average daily balance of $75,000. d. Unemployment the average daily balance is $100,000. Approximately 2 deposits are made monthly and 1 check is written quarterly. e. Food Service the average daily balance is $150,000. Monthly, there are approximately 25 electronic deposits from outside parties, 150 deposits and typically less than 10 checks written monthly. Bank transfers in and out of the Food Service Account are also made monthly. f. Flexible Spending the average ending monthly balance of $10,000. Approximately 1 transfer is made monthly and approximately 20 employee expense reimbursements are withdrawn monthly. 5. General Questions a. Other than the questions above, what can you offer to maximize our interest income? b. What other services, if any, can you provide to maximize our banking relationship? c. What is the physical location of the branch with which we would transact our business? d. At both the branch and corporate levels, who would our contacts be? 5. The following services/conditions will be required of the successful respondent. If additional fees are required for any, please note so: a. Monthly statements of all bank accounts are due the 10th day of the month. (Electronic is preferred) b. All monthly statements must include deposits and checks cleared in check number order. c. Wiring services and online banking services.

5 d. Monthly account analysis to include bank earnings credit, itemized fees, and interest earned to be credited to the district. e. A bank office, at which the district can transact business, in a convenient location. f. Eligibility to act as depository for public funds under the Governmental Unit Deposit Protection Act. g. Printing of all checks, laser check chip encoding and deposit slips at no charge to the Woodbury City Board of Education. h. Faxed notification of all electronic funds transfers with source and purpose described or online equivalent. i. The ability to process direct deposits for payroll. j. No fees for bounced check deposits. At the end of your proposal, please include a list of references, including Boards of Education with which you do business. In addition, please provide a summary of the financial information requested in this document. Thank you for your interest in the Woodbury City Board of Education. All questions should be addressed in writing to Kara L. Huber, Business Administrator/Board Secretary at 25 N. Broad Street, Woodbury, NJ

6 AFFIRMATIVE ACTION REGULATIONS P.L. 1975, C. 127 (NJAC 17:27) PROFESSIONAL SERVICE CONTRACTS Pursuant to P.L. 1975, C. 127 (N.J.A.C. 17:27) all Consultants negotiating for a professional service contract with the Authority are required to comply with the following requirements. Prior to the time the contract is submitted for execution by the Authority, the Consultant is required to present one of the following three documents to the Authority: a) An existing federally approved or sanctioned affirmative action program; b) A Certificate of Employee Information Report Approval; c) If the Consultant cannot present a or b, the Consultant is required to submit a completed Affirmative Action Employee Information Report (Form AA 302). This form will be made available to Consultants upon request. The Consultant shall complete information requested below and return this form with the appropriate documents required above within 7 days of receipt of notice of the Authority s acceptance of their proposal. 1. Name & Address of Firm: 2. Do you have a federally approved or sanctioned Affirmative Action Program? Yes No (a) If yes, please submit a copy of a valid letter of approval of your firm s Affirmative Action Program from the Office of Federal Contract Compliance Programs. 3. Do you have a State Certificate of Employee Information Report Approval? Yes No (a) If yes, please submit a copy of such certificate.

7 EXHIBIT A MANDATORY EQUAL EMPLOYMENT OPPORTUNTIY LANGUAGE N.J.S.A. 10:5-31 et seq., N.J.A.C. 17:27 GOODS, PROFESSIONAL SERVICES AND GENERAL SERVICE CONTRACTS During the performance of this contract, the contractor agrees as follows: The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will take affirmative action to ensure that such applicants are recruited and employed, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such action shall include, but not limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or determination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employments, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause. The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. The contractor or subcontractor, where applicable, will send to each labor union or representative or workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the public agency contracting officer advising the labor union or workers representative of the contractor s commitments under this act and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor or subcontractor where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq. as amended and supplemented from time to time and the Americans with Disabilities Act. The contractor or subcontractor agrees to make good faith efforts to employ minority and women workers consistent with the applicable county employment goals established in accordance with N.J.A.C. 17:27-5.2, or a binding determination of the applicable county employment goals determined by the Division, pursuant to N.J.A.C. 17: The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, labor unions, that is does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices. The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personal testing conforms with the principles of job-related testing,

8 as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions. The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents: Letter of Federal Affirmative Acton Plan Approval Certificate of Employee Information Report Employee Information Report Form AA302 The contractor and its subcontractor shall furnish such reports or other documents to the Division of Contract Compliance and EEO as may be requested by the Division from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of Contract compliance and EEO for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27. Note: Please sign below that you have read and understand the EEO Language. This does not fulfill your obligation to submit of the above-required documents prior to award of the contract. Company: Authorized Signature: Address:

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