REVISED 05/07/15: SEE PAGE 1, SECTION B.5. SEMCA S REQUEST FOR PROPOSALS (RFP) FOR BANKING SERVICES

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1 REVISED 05/07/15: SEE PAGE 1, SECTION B.5. SEMCA S REQUEST FOR PROPOSALS (RFP) FOR BANKING SERVICES Request for Proposals Release Date: May 3, 2015 Proposal Due Date: May 29, 2015 SOUTHEAST MICHIGAN COMMUNITY ALLIANCE (SEMCA) Eureka Rd. Taylor, MI (734)

2 A. DESCRIPTION OF THE SOUTHEAST MICHIGAN COMMUNITY ALLIANCE The Southeast Michigan Community Alliance (SEMCA) is a public, non-profit organization that is the designated Michigan Works! Agency (MWA) for Monroe County and Wayne Counties, excluding the City of Detroit. In this role, SEMCA procures employment, education, and training services from public and private organizations throughout the region. SEMCA administers programs that are primarily funded by the Workforce Development Agency State of Michigan (WDASOM) and delivered by SEMCA contractors who provide services for employers and residents of our designated service area. SEMCA s proven competence in the administration of public funds has created opportunities for SEMCA to also serve as the administrator/fiduciary for several other programs. Currently, this includes providing administrative and management services to the Workforce Intelligence Network (WIN), which is funded in part by several federal agencies, including the US Departments of Labor, Energy, and Economic Development Administration, and the Michigan Economic Development Corporation. SEMCA is also currently the fiduciary for the Wayne County Head Start program. SEMCA s budget for the year ending September 30, 2014 was approximately $37 million, of which $28 million was contracted to service providers. B. MINIMUM QUALIFICATIONS To be considered for selection, financial institutions must, at a minimum, meet the following qualifications: 1. Must be a Federal Deposit Insurance Corporation (FDIC) insured institution. 2. Authority to offer banking services. Institution must hold a charter from either the United States Government or the State of Michigan. 3. Access to the Federal Reserve System. Institution must be a member of (or have access to) the Federal Reserve System and have access to all Federal Reserve System services. 4. Legal Compliance. Institution must be in compliance with all applicable laws, rules, regulations, and ordinances of the City of Taylor, the State of Michigan and the United States. 5. All accounts proposed by the banking institutions must be in compliance with Michigan Act 20 PA 1943, as amended. 5. Local banking office. Institution must have an established office or local branch within the City of Taylor, Michigan (or in the immediate vicinity). C. SCOPE OF SERVICES General Information SEMCA is soliciting proposals for a primary banking relationship with a financial institution which operates an office within the city limits of Taylor (or in the immediate vicinity), Michigan. SEMCA will be contracting for the following general services for a four year three month period beginning July 1, 2015 and ending September 30, 2019, with the option to extend for an additional two year period. Either party has the option of discontinuation of the agreement with a 90-day written notice. Page 1 of 11

3 The following is a list of services SEMCA requires of its financial institution: Checking Accounts Money Market Accounts ACH Debit Services Credit/Debit Card Services Direct Deposit for Payroll Positive Pay on Checking Accounts Overdraft protection Line of Credit Data Equipment Compatibility ACH reporting On-line balance reporting On-line Image Retrieval On-line Stop-pays On-line wire transfers Banking Supplies Excellent customer service & response SEMCA anticipates that proposed banking services will be compensated either by the credit earned on average collected balances or on a fee for service basis, but is also willing to consider other options. The following is a list of optional services that SEMCA may require in the future: Automatic Account Reconciliation Online Banking payments collected in a batch deposit E-Payments Web Based Payment System Services Required Checking and Money Market Accounts: SEMCA currently utilizes several checking and money market accounts for the processing of its accounts payables, payroll check processing, electronic purchasing cards, and payment collections. The institution will furnish SEMCA with additional checking accounts as needed. NSF checks must be processed twice before being returned to SEMCA. The basic checking and money market account services should, at a minimum: Provide month-end statements by the 10th day of the following month; Provide electronic check image retrieval online including necessary software; Provide individual and consolidated monthly account analysis for all accounts by the 15th day of the following month; Provide an on-line wire transfer system for transferring money to other institutions, along with appropriate security levels for wire transfer initiations and approvals; Provide an on-line intra bank transfer system for transferring funds from one bank account to another; Provide an on-line computer balance reporting system, with information on collected, available and closing balances, as well as a detail of total debits and credits posted to the account for the previous day, by 7:00 a.m. each business day; Provide an on-line reporting system that shows current day ACH credits and debits, by 7:00 a.m. each business day. Provide deposit reporting by location via an auxiliary MICR field or other means; Provide Positive Pay feature with exception reporting/return of unknown items; Provide on-line, stop-pay look-up and notification; Provide support in answering questions, troubleshooting problems and resolving issues in a prompt manner; Provide means to inquire about canceled checks and stop payment on checks upon proper authorization. Page 2 of 11

4 ACH Debit Services: SEMCA processes direct deposits of payroll bi-weekly. Other miscellaneous ACH transactions such as health reimbursement account transfers, credit card payments, and payroll related tax payments flow through the account each month. Credit/Debit Card Services: The financial institution will provide a corporate credit card account with six credit cards, which will be issued to SEMCA managers for business related expenses. SEMCA s current corporate credit card account is paid monthly through an automatic debit transaction. It is SEMCA s intention to maintain the same type of service. The Financial institution will provide SEMCA with the ability to accept payment through the use of credit/debit cards. SEMCA does not currently accept credit/debit cards; however, may in the future determine to use such a method for collecting fees. SEMCA will be credited daily for the gross amount of the bank card transactions. Any sales discount fee or percentage proposed will be billed at the end of each month as part of the activity charges. Direct Deposit for Payroll: SEMCA offers and encourages its employees to utilize direct deposit for payroll. SEMCA pays its employees bi-weekly. On an average payroll, 50 employees receive direct deposit, which generates approximately 71 transactions per pay period due to many employees having multiple bank account transfers. Currently, SEMCA transmits the payroll data to the institution via internet by the second working day prior to payday. Deposits must be made into the employees accounts by 8:00 a.m. on payday. Any deviation from these time limits must be stated in the bid. SEMCA, from time to time, may need to transmit the payroll data one day prior to the pay date. We are therefore requesting bids on both a one-day and two-day turnaround. We are interested in what the deadlines for transmission are for both situations. Overdraft protection: SEMCA does not currently have overdraft protection and does not recall any time that an overdraft has occurred. However, SEMCA may determine to establish overdraft protection in the unlikely event such a situation should occur and would like information regarding rates and fees. Line of Credit: It is SEMCA s intention to establish an unsecured line of credit with the financial institution in the amount of $1,000,000 to be utilized solely for occasional cash flow needs. The line of credit will be available for borrowing, re-paying, or re-borrowing until the maturity date. Data Equipment Compatibility: SEMCA is interested in equipment and data compatibility and therefore requests the specifications needed for an automated wire transfer, ACH credit & debit, balance reporting, credit card payments, and any other automated systems be included in this proposal. Any costs associated with automated data and equipment should be identified on the Bid Sheet form in Attachment I. Banking Supplies: The financial institution will be required to provide a supply of deposit slips and endorsement stamps (currently SEMCA uses only one endorsement stamp for its accounts payable checking account). The cost of such supplies shall be charged against SEMCA s accounts payable checking account. Page 3 of 11

5 Miscellaneous Optional Services: In addition to the requirements listed above, the proposal shall identify proposed fees for the following services: Automatic Account Reconciliation Online Banking payments collected in a batch deposit E-Payments Web Based Payment System Other services provided by your institution that would be beneficial to SEMCA, but have not specifically been addressed. Please itemize on the Bid Sheet form in Attachment I. Services Not Provided: In the event that the primary proposing financial institution does not provide all requested services included in this RFP, the financial institution will submit, as part of its proposal, additional partners/providers who do provide these services. It is the sole responsibility of the primary financial institution to secure and maintain the relationship with any additional providers. The primary financial institution, at the time of bid submittal will identify all secondary providers. D. GENERAL SUBMITTAL GUIDELINES 1. All proposals must be submitted to: SOUTHEAST MICHIGAN COMMUNITY ALLIANCE Attn: Banking Services RFP Response Eureka Road Taylor, MI The deadline for submission is 5:00 p.m. Friday, May 29, Questions Questions may be addressed to SEMCA s Chief Financial Officer, Judy Lukitsh, at Please indicate Banking Services RFP Question in the subject line of the . The deadline to submit questions is Friday, May 15, 2015 at 12:00 noon EDT. Questions received on or before the deadline will be answered and posted only on the SEMCA s website at by Wednesday, May 20, 2015 at 5:00 p.m. It is the vendor s responsibility to check the website for all questions and answers, addendums, and additional information. All proposals must be submitted in a sealed envelope, which should be delivered via hand delivery or certified mail with return receipt requested. Proposals received after this time will only be considered if it is in the best interest of SEMCA to do so. SEMCA will time stamp and record each proposal as it is received. SEMCA will not be responsible for delays caused by the method of submittal chosen by the proposers. Page 4 of 11

6 This RFP does not commit SEMCA to the awarding of any contract and/or the payment of any costs including, but not limited to, those incurred in the preparation of proposals under this request. SEMCA reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified proposers, and/or to cancel in part, or in its entirety, this RFP if it is in the best interest of SEMCA to do so. SEMCA may, solely at its discretion, require the bidder selected to participate in negotiations to submit additional information, provide clarification or make revisions to their proposal, which may result from negotiations. All items submitted in a proposal are subject to negotiation. SEMCA reserves the right to award any contract to the next most qualified financial institution, if the successful financial institution does not execute a contract within 30 days of being notified of selection. 2. An original and four (4) copies of the proposal must be submitted. The original proposal must have the original signature of the chief official of the submitting financial institution attesting to the commitment to provide the services described (See Proposal Signature Sheet). In addition, proposals must include the Bid Sheet (Attachment I), Debarment, Suspension Certification (Attachment II), Certification on Prohibited Lobbying Activities (Attachment III), and Non-Collusion Statement (Attachment IV). 3. All statements made in the proposal are to be considered final and, if the proposal is accepted, may be used as the basis of an agreement. 4. All proposals become public information after the award decision and may be open for public scrutiny, upon written request. 5. Proposals become the property of SEMCA upon submission and will not be returned to the bidder. 6. Proposals must be submitted in the legal name of the financial institution. Proposals should not be submitted in the name of the project. SEMCA will only contract with the legal entity named in the proposal. E. BANKING SERVICES QUESTIONS/STATEMENTS Please provide your responses to the items below in the order presented. 1. Provide the names of individuals, with phone numbers and addresses, who will be working on the proposed services and their areas of responsibility including their specific experience relative to the request for proposal requirements. 2. Submit at least five (5) references (preferably from current nonprofit customers) who can attest to the financial institution s experience as it relates to providing banking services. The references must include contact name, title, address, address, telephone number and services used. Page 5 of 11

7 3. Describe your institution s customer service philosophy and organizational structure and provide meaningful examples to illustrate. 4. Provide the following reports and information about your institution: a. Monthly account analysis b. Monthly bank statement c. Monthly merchant services report d. Most recent financial statement e. Standard & Poor s and Moody s credit rating or comparable rating. Include ratings for bank financial strength, bank deposits, and issuer rating. 5. Provide a funds availability schedule. Describe one day, two day availability, wire requirements, and intra bank transfer requirements. 6. Describe your Balance Reporting systems and availability. a. What hardware/software does the bank use to deliver balance and transaction detail information? b. What time is previous day information available for access by the customer? c. What are the hours of access of the balance reporting system? d. Does the bank provide current day information? i. How frequently is this information updated throughout the day? ii. What transaction types are available on current day reports? e. Describe the level of detail provided in previous and current day reports? f. How many days of history can be accessed through the system? g. In what format is information available? h. Provide a sample printout of the daily on-line balance information. 7. ACH Services: a. What is the recommended service delivery method (i.e., direct transmission, on- line, or other)? i. What are the hardware/software requirements? ii. What training does the bank provide? iii. Does the software offer the ability to manage security and access levels by user? iv. What report options are available? v. What controls are in place to protect against lost files and duplications of transmissions? vi. Does the bank provide automatic file receipt acknowledgements? If so, how? vii. Describe the role of any third-party processor used by the bank to provide this service? b. What are the hours of operation of the ACH unit? c. What are the bank s cut-off times for customer initiation of ACH transactions? d. Describe the procedures used to verify accurate and secure receipt of transmissions. e. Can the bank automatically redeposit items returned for insufficient or uncollected funds? f. How does the bank handle file, batch, and item reversals and deletions? Page 6 of 11

8 8. Positive Pay: a. What is the recommended service delivery method (i.e., direct transmission, on- line, or other)? i. What are the hardware/software requirements? b. What controls are in place to protect against lost files and duplications of transmissions? c. Does the bank provide automatic file receipt acknowledgements? If so, how? d. Describe the role of any third-party processor used by the bank to provide this service? e. What is the bank s deadline for transmitting files/data? f. What is the process for notifying the bank of a single check or small check run outside of the regular batch file? g. How does SEMCA notify the bank of voided and stop payment checks? h. Does your bank have payee verification? i. Is the positive pay service fully implemented at all bank branches? j. How does the bank handle exception ( paid not issued ) items? i. Does the bank offer a daily listing of exception items? ii. Are there defaults available for each account to either automatically return or pay on exception items? iii. What is the timeline for reporting exceptions to SEMCA? iv. How are exceptions reported to SEMCA? Will an image be available? v. What is the timeline for SEMCA to act on any exceptions? vi. What are the hours of operation of this service unit? 9. Merchant Card Services: a. Provide a funds availability schedule by card type. Is it negotiable? b. What is the settlement deadline? c. What daily and/or monthly reconciliation reports are available? d. Do you offer recurring billing processing? 10. Payment of Fees. Please provide information on the following: a. The effective rate and formula used to calculate the service charge credit for collected fund balances; b. The current interest rate and related fees for a corporate credit card account; c. A time frame proposed to pay any additional fees not offset by service charge credit; d. Whether a service charge credit/debit can be carried forward to the next period; e. The formula for any fees in the event of an overdraft; f. Describe what constitutes a daylight and overnight overdraft situation; g. The effective rate and formula used to calculate the principal and interest payment for the outstanding balance on the line of credit. 11. Errors and Adjustments: a. Describe your adjustment process for resolving deposit discrepancies. b. At what dollar amount do you write off discrepancies? c. Do you adjust the deposit amount or process an adjusting debit or credit? Page 7 of 11

9 12. Describe how inquires requiring research and adjustments are handled by the institution. Are there established turn-around times for research and adjustment items? If yes, specify. 13. Describe NSF or Returned Items processing procedures, fees or other related services available. SEMCA will require re-depositing NSF or uncollected funds returned items so that they may be presented a second time prior to being charged back. 14. Security/Protection Measures: What security features are in place to minimize the risk of unauthorized transactions? 15. Service Enhancements: Describe any enhancements, technological or otherwise, that we should consider to improve operational or cash management efficiencies. 16. Discuss your use of the internet in providing services to your business customers. 17. Provide information on how your institution plans to keep your product line competitive. Describe what approach the bank is taking in the development of new services and what new services and/or features the bank plans to offer and within what time frame. 18. Disaster Recovery: a. Describe your institution s formal disaster recovery plan. b. How quickly will back-up facilities be activated? c. Describe your institution s operating capabilities to assist SEMCA in the event of a disaster or declared emergency. 19. Implementation Plan: Provide a detailed description of the implementation process, including testing, and a sample implementation schedule. 20. List the address and hours of operation at your nearest branch office and also the hours of operation for non-branch services. 21. Discuss any special conditions, other fees, other services, or deviations from the requested scope. F. SCORING CRITERIA FOR RATING PROPOSALS Proposals will be evaluated by a committee of SEMCA staff. Proposals will be scored based on the criteria listed below. Selection of the winning bid will be made based on the outcome of the combined scores of all evaluators. This method of proposal evaluation may result in the bid being awarded to other than the lowest priced proposal. 1. Responsiveness to the RFP (10) Points Evaluators will consider all the material submitted to determine whether the financial institution s offering is in compliance with the RFP documents. Page 8 of 11

10 2. Ability to Perform Required Services (40) Points Evaluators will consider all the relevant material submitted by each financial institution, and other relevant material it may otherwise obtain, to determine whether the financial institution is capable of providing services of the type and scope specific to the RFP. The following elements may be given consideration by SEMCA in determining whether a financial institution is capable: a. The ability and capacity of the financial institution and the skills, experience, and availability of the specific individuals to be assigned to SEMCA to perform the services required; b. The quality of performance by the financial institution on previous and similar contracts and such other information as may be secured and considered relevant by SEMCA, including information on customer service as supplied in section D4 and obtained from references provided; c. The ability of the financial institution to present professional and innovative work; the skill of the financial institution as demonstrated by samples of similar work and/or references from similar organizations; d. Strength and stability of the financial institution. The financial institution s financial standing among its peers and the associated credit quality ratings. 3. Fees (40) Points Evaluators will examine projected costs relevant to the anticipated value and utility of proposed services. While lowest overall cost is desirable, the proposed mix of services will be reviewed consistent with the anticipated needs of SEMCA. Further, consideration will be given to transitional costs related to changing financial institutions. 4. Interviews and Site Visits (10) SEMCA may conduct interviews and site visits as part of the final selection process. G. NOTICE TO PROSPECTIVE VENDORS/SUBCONTRACTORS REGARDING AFFIRMATIVE ACTION AND NON-DISCRIMINATION SEMCA is a federal contractor obligated to take affirmative action to employ women, minorities, disabled individuals, and veterans. SEMCA is also required to inform those with whom it conducts business that they, too, may have such obligations. You should know that, by operation of law, as well as by this notification, the Equal Employment Opportunity Clause required under Executive Order 11246, (41 C.F.R ), the affirmative action commitment for special disabled veterans and veterans of the Vietnam Era set forth in 41 [C.F.R (f)(1)(ii)], the Affirmative Action Clause for Section 503 of The Rehabilitation Act of 1973 set forth 41[C.F.R (f)(1)(ii)], and the related regulations of Secretary of Labor, (41 C.F.R.)., Chapter 60, are incorporated in all of our contractual relationships. This notification does not necessarily mean that your business has any or all of the affirmative action obligations referenced above. This will depend upon a number of factors, including the dollar amount of our transaction(s) and the size of your workforce. This provides that if the laws jurisdictional requirements are met, you will abide by any and all of your affirmative action Page 9 of 11

11 responsibilities. The governing agency on affirmative action requires that we maintain this type of documentation to show that SEMCA is in compliance with the law itself. Upon submission of this proposal, the financial institution agrees that it will comply with the Federal Civil Rights Act of 1964, as amended; the Federal Civil Rights Act of 1991, as amended; the Americans with Disabilities Act of 1990, as amended; the Elliot-Larson Civil Rights Act, Article 2, Act No. 453, Public Act of 1976, as amended; the Michigan Handicapper s Civil Rights Act, Article 2, Act No. 220; Public Act of 1976, as amended; and all other applicable Federal, State, and Local laws and regulations. Specifically, contractors and service providers are required not to discriminate against any employee or applicant for employment with respect to such person s hire, tenure, terms, conditions, or privileges of employment, or any other matter directly or indirectly related to employment because of such person s race, color, religion, national origin, ancestry, age, sex, or disability as defined by law. Breach of this covenant may be regarded as material breach of the contract or purchase agreement and may be processed as processed as provided under the State of Michigan laws. Questions regarding this section should be referred to SEMCA s EEO Coordinator, Debra Kinde at Page 10 of 11

12 PROPOSAL SIGNATURE SHEET Identification Data Organization Name: Address: Phone Number: How many years have you been in business under the present name? State of Michigan Sales Tax Registration Number: Federal I.R.S. Identification Number: Signed Statement of Authority I,, am the (Type name of official) (Type title of official) of (Type name of financial institution). I am authorized to make the following proposal on behalf of. (Type legal name of financial institution) I hereby certify that: All responses to the Request for Proposals concerning the applicant financial institution and its operations are true and accurate. The financial institution is capable of providing the services as outlined in this proposal, and will comply with all applicable local, state, and federal laws, rules, regulations, and ordinances. The applicant financial institution understands that this proposal does not commit SEMCA to the awarding of any contract and/or the payment of any costs including, but not limited to, those incurred in the preparation of this proposal. If selected, the applicant financial institution will be bound by the information contained in the Request for Proposal as well as by the terms and conditions of the resultant contract. Signature Date Typed Name

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