REQUEST FOR PROPOSAL FOR. BANKING SERVICES And / Or COMMERCIAL MORTGAGE ISSUED BY:
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1 REQUEST FOR PROPOSAL FOR BANKING SERVICES And / Or COMMERCIAL MORTGAGE ISSUED BY: Issue Date: July 31 th, 2012 Return Date: August 20 th, :00 noon
2 Saskatoon Soccer Centre Inc. Request for Proposal for Banking Services and/or Commercial Mortgage PROPOSAL FOR BANKING SERVICES AND/OR COMMERCIAL MORTGAGE SASKATOON SOCCER CENTRE INC. 1.0 INSTRUCTIONS TO BIDDERS 1.1 General Instructions Saskatoon Soccer Centre Inc. (SSCI) was first registered as a nonprofit corporation in Representatives of the Saskatoon Adult Soccer Association (SAS) and Saskatoon Youth Soccer Inc. (SYSI) established a committee to raise funds for the construction of a sport centre focused primarily on indoor soccer. With the help of the private and public sector, and many different organizations and individuals, the committee was successful and the complex was opened in November In 2003, the soccer family determined that if soccer was to continue to grow, another facility was necessary. The design and development of the second facility included two artificial grass outdoor fields and a full-size artificial grass indoor field, as well as two hardcourt surface fields. The facility was constructed and opened to the public on January 2, The two facilities continue to operate successfully, and have accommodated a wide variety of sports and training activities, along with corporate, cultural and community events, with over 1,200,000 visitors annually. The Administrative Offices of the Saskatoon Soccer Centre are located within the SaskTel Sports Centre at 150 Nelson Road in Saskatoon. Copies of the most recent audited financial statements have been included in this package. This document constitutes a Request for Proposal (RFP), which specifies SSCI s requirements for banking services and a commercial mortgage renewal. 2
3 Saskatoon Soccer Centre Inc. Request for Proposal for Banking Services and/or Commercial Mortgage 1.2 Objectives The objective of this Request For Proposal is to identify the financial institution and/or mortgage provider that can offer the highest quality services at the lowest cost to the Saskatoon Soccer Centre. 1.3 Terms of Contract The term of the contract will be for five (5) years and will take effect on September 30 th, The contract may be extended by mutual agreement. Ninety (90) days written notice must be given if either party wishes to terminate the agreement at the contract s expiry date. 1.4 Questions during Proposal Process Enquiries regarding this RFP should be directed to Mr. Phil Proznik, Finance and Administration Manager at or finance.ssci@sasktel.net. Questions will only be taken up to August 13 th, Bidders finding apparent discrepancies or omissions in the RFP should notify Mr. Proznik immediately. Bidders may during the bidding process be advised by Addenda of any additions, clarifications, deletions or alterations to these specifications. All such changes should be covered by the bidder s proposal. No further addenda will be issued by SSCI after 12:00 noon, four business days prior to the RFP closing without providing an extension of time. 1.5 Submission of Proposal Submit three copies of the proposal to: Saskatoon Soccer Centre Inc. 150 Nelson Road Saskatoon, SK S7S 1P5 Attn: Mr. Phil Proznik Finance and Administration Manager 3
4 Saskatoon Soccer Centre Inc. Request for Proposal for Banking Services and/or Commercial Mortgage Proposals must be sealed and marked RFP RESPONSE, and will be received during regular business hours only, up to 12:00 noon on August 20 th, Late submissions will not be accepted. Proposals will not be opened in public. All proposals will remain in force and will be irrevocable for ninety (90) days after the proposal closing. 1.6 Evaluation Criteria and Process Proposals will be evaluated on the following items: Financial institution must be a Canadian bank or credit union Ability to meet all requirements in the Request for Proposal Complete response to all required items on bid form Lowest aggregate banking service cost, consistent with ability to provide an appropriate level of service Effective interest rate paid on fund balances Best availability of schedules. A selection committee will review and evaluate the proposals. SSCI reserves the right to accept any proposal submitted, or reject all proposals. Any proposal submitted that is not in complete compliance with the requirements of the proposal documents may be accepted or disqualified, at the option of SSCI. It is anticipated that the successful bidder(s) will be notified by August 31, Termination of Contract SSCI reserves the right to terminate the agreement with 30 days written notice to the financial institution subject to the following: 4
5 Saskatoon Soccer Centre Inc. Request for Proposal for Banking Services and/or Commercial Mortgage the financial institution fails to perform in accordance with the specified service requirements as set out in the RFP; the financial institution fails to provide any product or service as specified without written explanation; the financial institution otherwise violates the provisions of the RFP to a substantial degree. 1.8 Liability SSCI will not be held liable for any actions of the financial institution and/or its employees. 2.0 SERVICE REQUIREMENTS 2.1 Background Information SSCI revenues are derived from the following major sources: rental fees, sponsorships, advertising, and donations. Salaries and benefits for SSCI employees represent approximately 35% of expenses. Most other expenses flow through the purchasing and accounts payable process and are paid on the basis of terms of contract and/or invoice. The outstanding commercial mortgage for the Saskatoon Kinsmen / Henk Ruys Soccer Centre is in the amount of approximately $2.1 million, and is amortized over 14 remaining years. Payments of $19,577 / month are modified to seasonal cash flows: October to March at $39,154 / month, and no payments April through September. The Net Book Value of the Saskatoon Kinsmen / Henk Ruys Soccer Centre (building only) is $3,387,133. The insurance replacement cost is $8,712,100. Please note that the building is located on municipal reserve land, owned by the City and leased to SSCI. Although the SaskTel Sports Centre is not included in the commercial mortgage, for information purposes the Net Book Value is $10,383,050, and insurance replacement cost is $25,855,300. This facility is also located on leased, municipal reserve land. 5
6 Saskatoon Soccer Centre Inc. Request for Proposal for Banking Services and/or Commercial Mortgage 2.2 Location of Financial Institutions Branches SSCI s bank accounts are to be maintained at a branch in the City of Saskatoon offering a full range of services, and within a reasonable distance from the Administrative Offices at 150 Nelson Road, Saskatoon, SK. 2.3 General Chequing/Savings Account The majority of SSCI s financial business will be conducted through this account. A summary of activity and average annual volumes is as follows: Cheques Issued: Cheques Charged Back (NSF): Stop Payment Orders: Debit Transactions: All Credit transactions 600 per year Less than 5 per year Less than 2 per year 514 (excluding cheques) 1034 (including in person cheque/cash deposits approx. 100/yr) ATM Funds and Commissions received electronically. Debit and Credit Card transactions (Visa, MasterCard and American Express) using Moneris. Bank Statements Monthly with cancelled cheques and all other documentation. Account Services cheque certification, money orders and annual audit verification. 2.4 High Interest Savings Account With similar rate to term investment to transfer surplus funds from General Chequing/Savings account throughout year. 2.5 Two Additional Savings Accounts New Building Account and Nevada Account, with very few transactions per year. 6
7 Saskatoon Soccer Centre Inc. Request for Proposal for Banking Services and/or Commercial Mortgage 2.6 Electronic Banking Services On-Line access to account transactions and balances, and electronic bill payments. 2.7 Payroll Direct Deposit Services Currently using two separate payroll services, each with semimonthly debits to General Chequing/Savings Account. 2.8 Pre-Authorized Payments Monthly utility payments and regular vendors. 2.9 Line of Credit/Short-Term Borrowing Requirements $500,000 revolving line of credit through Chequing/Savings Account Provide Cash for ATMs $10,000 in $20 bills, up to 50 times per year Additional Services 3.0 Appendices SSCI may be interested in information and details of additional services with potential benefit to the organization. 3.1 Appendix A 2010/11 Audited Financial Statements 2009/10 Audited Financial Statements 7
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