COUNTY OF MENDOCINO Banking Services RFP Questions & Answers. Request for Clarification/Question

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1 COUNTY OF MENDOCINO Banking Services Questions & Answers Bank 1 1. Attachment H 0500ZZ Lockbox Services: What type of payments would be sent to the lockbox? California State Warrants How often are billings sent out? Usually everyday What is the monthly volume expected? Do the payment documents have a scan line for payment processing? No, they get directly deposited into our account by the bank. What information is included in the scan line? N/A Is there a daily processing deadline? This is a specialized California State Warrant Lockbox only; we receive notification for same-day processing typically no later than 8:30 a.m. each morning Attachment H Returns-Store Processing: Attachment H Returns-ERIN: Attachment H Armored Car: Attachment H Image Retrieval BA Direct: What type of service is this? This is rejected checks for certain departments in the county which have a location number attached to it. What type of item is an ERIN? All rejected checks. What is the $ liability shipped per day? Anywhere from $500 to $5 Million. Just depends on the volume we receive from county deposits and taxes. How many days per week do you require service? Currently, five (5) days per week. However, this will decrease with the implementation of Image Cash Letter. What days of the week? Monday thru Friday, excluding County Holidays. Do you have a pick-up time preference? After 11am. Please provide # of locations and addresses for pick-ups. There is only one location for pick-up at 501 Low Gap Rd., Room 1060, Ukiah, CA What is this service? We are able to access images of checks or deposit slips debited or credited to our account online for a time period of 3 month. Thereafter, we are able to access images of checks on CDs we receive on a monthly basis. 6. Attachment H ARP Recon Transmission: Is this the weekly transmission of all paid check-s? Yes How many accounts have the transmission feature? Two (2) Attachment H 25010B PC Tax Payment: Attachment H & ACH Reports: Are PC tax payments Federal, State or both? Both What is the difference between optional and standard reports? Why are some faxed and others mailed? Optional reports are report options available to be self-customized. Standard reports are generic reports that are not

2 customized. Whether the reports are faxed or mailed depends on the individual requesting the report. The only reports that are typically mailed would be large reports. Bank 2 9. Additional Question How does the County of Mendocino intend to send their transactions into the bank (our Item Processing Area) as they use the term image depositing? Are you planning to use special item processing equipment or a platform to create Image Cashletters? We plan to use a platform to create Image Cash Letters. 1. Tab B # 8 9 Is the facility intended to cover timing differences between the receipt and wiring out of funds? Or are you requesting an overnight overdraft facility? No, we currently do not utilize daylight overdrafts. The question is in place to ensure that in the future if the need arises, would you be sufficiently capitalized to handle this. We realize utilization of this facility would be contingent on our meeting the qualifications. At the current time, we have no plans to apply. 2. Tab C 10 Is there any ACH activity on the 3 ZBA accounts? Yes, on our EBT Welfare and Welfare accounts. 3. Tab E 11 How often is the ACH direct deposit activity? And what is the average size of the file? County payroll direct deposit is every other Friday and Retirement payroll direct deposit is one time at the end of the month. The average size of the file is less than ¼ of a megabyte. 4. Tab D 11 How often is the check run? Weekly 5. Tab D 11 Does the County send one positive pay file (stringing) or do they send multiple files per day? One file per day 6. Tab D 11 Does the Payroll account have any check activity? Please provide volume (checks versus ACH). How often is payroll disbursed and what is the dollar volume? Yes, there is some check activity with Payroll; approximately 8% of Payroll is processed through checks. Payroll is disbursed biweekly in the amount of approximately $1.3 Million. 7. Tab F 12 The indicates that you will have the equipment needed to utilize image depositing beginning March Will the County utilize Image Cash Letter processing and send an X file via connectivity? If not, what process and software will the County use? The County will be utilizing Image Cash Letter processing and will be utilizing RT Lawrence software. 8. Tab F 12 If not using Image Cash Letter, will the County utilize remote deposit capture? Who is providing the equipment and software? Please provide the name / number of scanners used and number of accounts / unique location identifiers used. We will be utilizing Image Cash Letter. 9. Tab F 12 Would the County consider remote deposit capture for depositing of un-encoded checks? Not at this time, but maybe in the future. Un-encoded checks are coming from numerous locations throughout the county.

3 10. Tab F 12 If interested in remote deposit capture, how many locations would require a scanner? Not interested at this time. 11. Tab F 12 If interested in remote deposit capture, how many accounts and/or unique locations identifiers (ULIDs) would be required? N/A 12. Tab F 12 If interested in remote deposit capture, please provide the average number of checks deposited per month? N/A 13. Tab F 12 What is the average number of checks deposited during the peak months of April and December? 25, Tab F 12 What is the deposit break down of courier versus branch/quick business deposit/night drop deposit? Deposits by courier 70%, Departmental deposits directly to local branch through non-immediate verification 30%. No night drop deposits are made. 15. Tab F # 1 12 Does the County use dual-pouch, tamper-evident bags for depositing of cash (at bank branches or vaults)? Deposits to the vault though armored car service Yes. Deposits to the local branch No. 16. Tab F # 5 13 Does the County have any special requirements for the processing of returned checks (i.e., keying of information, duplicate copies, etc.)? An imaged copy of the front and back of the check is needed. 17. Tab F # 8 13 What armored car service is the County currently using to deliver deposits to the bank vault? Brinks 18. Tab F # 9 13 Please provide the street addresses of locations that may need to make deposits / pick up orders at a bank branch. 501 Low Gap Rd., Room 1060, Ukiah, CA Tab F # 9 13 Who delivers deposits to the bank branches? Brinks and a few departments with large cash deposits. 20. Tab F # How frequently does the County require the bank to pick up State of California warrants? Daily 21. Tab F #14 13 What is the average monthly volume of ACH payments received without sufficient remittance information? What is the average value of these items? Based on handling these items to date, are the payers primarily consumers or businesses? Which department receives the majority of these items, and what are these payments for? Approximately 2% of ACH payments are received without sufficient information. The value can range from a $100 to $1 Million. The payers are mostly federal and state government departments. There is not one department which receives the majority and we are not sure what the payments are for. 22. Tab J 15 What is the average compensating balance the County maintains cumulatively in the accounts? The average balance is about $15 million. 23. Tab J 15 Does the County accept credit or debit cards as an alternative method of payments? If so please provide volume? We do accept credit or debit cards through out the departments. We have approximately five (5) credit or debit card transmissions per day. 24. Tab J # 4 15 Are you asking what is the rate charged on overdrafts? Yes 25. Tab K 16 Please clarify the difference between the people to list in #6 versus #7. Under which question should we provide information

4 #2 and #3 regarding the relationship managers, day to day customer service and operational personnel, implementation consultants, etc. Tab K #2 should include the relationship managers, day to day customer service and operational personnel, implementation consultants, etc. Tab K #3 should include information on the company as a whole indicating the depth of the organization, the layer of managers above those individuals listed in Tab K #2 as well as lateral positions that may be able to step in if needed. 26. Tab K # 4 16 Are you looking to receive 2 actual reference letters OR the names of references with contact info? Are we correctly interpreting that you want 2 actual reference letters and 3 additional public sector references with contact info? 27. Tab L #5 and Tab O We require a minimum of two (2) reference letters with the proposal; contact information must be provided on Attachment D. In addition, three (3) additional references of similar size and scope of services must be listed on Attachment D. Yes, you are correct, we require two (2) actual reference letters and three (3) additional public sector references with contact information. 16 Include a copy of the bank s most recent audited financial statement in the exhibits behind Tab O. In the interest of being environmentally friendly, would a web address or an electronic copy on CD-ROM in each copy suffice? Or are hardcopies of the audited financial statement required? In all copies of the proposal? Hardcopies are preferred in all instances; that being said, web address information is acceptable with extremely large documents. 28. Attachment H What Is the break down of AP checks versus payroll/administrative check disbursement volume? Per month AP checks , Per month Payroll Attachment H Are the June volumes provided a true example of an average month s volume? If not, can the County provide an average month s volume? Please see Banking Service Average Monthly Volume. 30. Attachment H What percentage of the County s vault deposits are standard straps (100 of like notes) vs non-standard straps? They are all standard straps. 31. Attachment H What percentage of the County vault deposits are currency vs coin? 90% currency, 10% coin Bank 3 1. In lieu of hard copies, will the County accept a link to the bank s financial statements and Terms and Conditions Agreement? Hard copies of all documents are preferred, but web address access information is acceptable with extremely large documents. 2. Attachment F Evaluation Form Please clarify how the evaluation points for items D through H total 550 points. How many evaluators will the County have to evaluate the proposals? From which areas of the County? This looks like an error on the General Services Agency s form, it should be 500. We will have four (4) evaluators comprised of staff in the Treasurer s Office, the Auditor s Office, and County Schools. 3. In reference to Payroll Tax Processing, please clarify what the County wants the bank to provide. We need to have a bank program that allows us to transmit via EFT from those accounts. 4. Tab C 10 Check Processing, please describe how the County uses the full Account Reconciliation Paper Certification each week? How do you use this weekly certification in conjunction with your monthly Account Reconciliation transmission? How do you use the transmission? The Auditor s Office uses AR Paper Certification each week to balance the outstanding checks to our financial

5 system s reports. We do not receive a monthly account reconciliation transmission at this time, although it would be helpful. 5. Tab F 12 Deposit Activity, please describe how the un-encoded deposits are made by the various areas (agencies/departments): what is the average dollar amount and volume of un-encoded checks, currency and coin per each of these locations? The un-encoded deposits are made by the actual department bringing the deposit directly to the bank location. All of the approximately 3,100 per month un-encoded checks are deposited by departments other than the Treasurer. The average dollar amount significantly varies. 6. Tab F 13 From which sources are the ACH credits you have received and identified to-date? Which information is critical for you to obtain? Has the information been included with the ACH sent, but simply not showing on reports? Credit card payments, electronic check payments, State and Federal payments, property tax payments and Court payments. Information critical to obtain is full name identification and contact information. We currently don t receive ACH information separately; it is only referenced in our daily reports. 7. Tab J 15 Payment for Services Bank compensation, what is the County s objective for requesting information on billing periods? Please elaborate. Currently, the bank compensation is calculated on a monthly basis and we receive notification monthly as to costs associated with our account. However, we are billed on a quarterly basis. 8. Tab K 15 Experiences/References, #4 states that the bidder must provide 2 letters of reference, but on Attachment D, the wording is a minimum of two. Is it a minimum of 2 letters of reference? If so, how are the number of letters of reference greater than 2 weighted compared to a reference listed when determining the 10 possible points? Contact information on five (5) public agency references is required; of the five (5) listed on Attachment D, letters of reference must be submitted from two (2) of these agencies. Points will be awarded based on total quality of all references. 9. XIII 18 Format of Cost Proposal do we send an to Shari Schapmire with an Excel-formatted pricing as well as including it on the CD as mentioned on p. 2 under III Proposal Submission Guidelines? Yes 10. Are the banking services for the Public Guardian (which are on a separate account analysis) included in this bid? No Bank 4 1. In the it states 3 ZBA s and 5 Stand alone accounts. Should we go by what is stated in the or on Attachment H? Attachment H show s 6 accounts, one Master ZBA and 4 ZBA Subs. Would it be possible to obtain a copy of the most recent analysis/billing statements for review to get an accurate picture of you current services? Please see Treasury Account Structure Chart and Monthly Average Volume Spreadsheet. 2. Attachment F Evaluation Form Could you please provide additional details regarding the lockbox service currently being provided (i.e. sample remittance document, lockbox billing statement, etc.)? Please provide volume by average number of items per month if possible. The lockbox is for State of California warrants only. The daily document received is a copy of the State of California Warrant along with a remittance advice detailing which state department it came from. The lockbox charges are included in our monthly analysis. The volume of lockbox items per month is approximately

6 3. Attachment H Are the pre-encoded items under Depository Services from your lockbox? If not, please clarify. No, these are checks received by the Treasurer-Tax Collector s Office which are sent through our Remittance Processor where each check is encoded and endorsed prior to being deposited by the bank. 4. Tab C 10 Can you provide us the volume breakdown for On Us Checks, Local Clearinghouse checks, Regional Checks and Transit Checks? Checks are not separated into the above categories, but are only classified as encoded or non-encoded. 5. Tab F 12 Does the County do Cash Orders, if so how many Cash Orders do you process a month? Is it mostly coin or cash (straps/boxes)? No we do not do Cash Orders. 6. Tab F 13 Returned items on the Cost Proposal indicate various methods used. Information on what can be provided by each provider is requested in TAB 5 question 5, but does the County have a preference for how all returns should be handled or will it depend on each account? If by account, can you provide a description of what is needed for each account and returned item handling? We have one return account for the entire county - # We need a copy of the check, front and back, and a letter of notification including the reason for return along with location number. 7. Tab J 15 Can you confirm how many accounts are setup for Full Account Reconcilement. Under Paper Disb Recon Services: it show 3 accounts setup for ARP Full Positive Pay and 9 accounts under ARP Full Recon Addl. Can you explain if you do additional reports on Full Recon each month? Please see Treasury Account Structure Chart. 8. Tab K 15 Can you tell us what your type of ACH Standard/Optional Mail and Fax report the County is receiving? If copies of the existing reports can be provided it would be useful as well. We get a paper copy of the direct deposit ACH file totals for each payroll run. 9. Under Depository Services it shows you receive Foreign Checks for deposit. How often does the County receive Foreign deposited items and what are they for? We only receive a few Foreign checks once or twice a year and they are usually to pay property taxes. We do require them to be in US Funds. We do not intentionally deposit any foreign checks, but one may periodically be deposited in error. 10. Cost Schedule The Cost Schedule indicates deposits made at a Branch, Quick Business Deposit/Night Drop and Vault Deposits. Are all 3 channels needed based on the various methods used by different agencies? If detail can be provided that would be useful. Some departments, particularly those with large cash deposits, deposit directly to the branch. Some departments, particularly in the outlying areas, deposit directly through non-immediate verification (currently Quick Business Deposit). Checks that will be unable to be processed as an Image Cash Letter will be deposited as a vault deposit. We have no need for night drop deposits. 11. Cost Schedule The Cost Schedule indicates 4 ACH Monthly Maintenance, can you describe the various ACH Company ID and what types of payments are currently used with ACH, e.g. Payroll, AP, Tax payments? For payroll we currently use the BofA Express Tax transmission software. We have a debit authorization for the State Disbursement Unit of child support. 12. Tab C Describes Full Reconcilement on a weekly basis. Most Counties that we provide a check paid file to want the file daily. Is weekly or daily a preferred option? The paid check file is run against our finance system on a weekly basis. Weekly is preferred 13. Tab C Does the County have a preference for an Image File, CD Rom or online viewing of images of paid items? Online viewing of images is preferred, but all access is acceptable. 14. Tab F Question 14. Can the County provide average volume on the ACH Direct Deposits noted and if possible are there any screen samples that could be provided? Please see Banking Services Average Monthly Volume 15. Tab K Question 4. It is normal practice for reference information to be provided in terms of contact , phone and other required information. It has not been a practice to provide actual written letters of reference. Could the contact information be provided in lieu of an actual letter being included? This Request for Proposal is the standard county template created by the General Services

7 Agency and requires two (2) letters of reference for each proposal. 16. Item III 2 A Does the County require original signatures on all four paper copies or only on one Original copy? Yes 17. Item L 5 16 It is normal practice to provide an electronic copy/access to our annual report via a URL. Is that acceptable or does the County require a paper copy? Hard copies of all documents are preferred, but web address access information is acceptable with extremely large documents. Bank 5 1. What is the status of the Proposal for Remittance Processing that the County issued in September 2011? We are currently in the process of implementing a new Remittance Processor which includes a platform to create Image Cash Letters. We should be live with the new setup by March Is the County satisfied with current Banking Services? Yes, we are satisfied with the Banking Services we currently receive.