University of Georgia Request for Proposal Banking Services RFP #UGA FY2016 BANK

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1 University of Georgia Request for Proposal Banking Services RFP #UGA FY2016 BANK Responses Due: July 8, 2016

2 University of Georgia Request for Proposal Banking Services Table of Contents 1. Objectives and Background 2. Instructions to Banks 3. Definitions 4. Schedule 5. Selection Criteria 6. Terms and Conditions 7. Mandatory Qualifications 8. Submittal of References Attachments Attachment A Agency Standard Contract Attachment B Exceptions to Agency Standard Contract Attachment C Mandatory Qualifications and Preferred Services Attachment D Bank Fee Schedule Attachment E Bank Compensation Proposal Attachment F Transition Assistance Attachment G Proposal Certification Schedule 1 List of Off Campus Locations Schedule 2 UGA s Accounting Cycle

3 1. Objectives and Background The University of Georgia ( The University ), a land grant and sea grant university with statewide commitments and responsibilities, is the state s oldest, most comprehensive and most diversified institution of higher education. Founded in 1785, the University offers baccalaureate, master s, doctoral and professional degree programs. The University attracts students nationally and internationally as well as from within Georgia. Through its programs and practices, it seeks to foster the understanding of and the respect for cultural differences necessary for an enlightened and educated citizenry. It further provides for cultural, ethnic, gender and racial diversity in the faculty, staff and student body. The University is committed to preparing the University community to appreciate the critical importance of a quality environment to an interdependent global society. The University is a member institution of the University System of Georgia, governed by the Board of Regents of the University System of Georgia. The Board of Regents requires that banking services be subject to competitive bids every 5 years. This request for Proposal (RFP) is issued to solicit proposals from qualified, experienced, financially sound and responsible financial institutions to provide banking services for the University of Georgia. We are looking for a financial institution that will assign our General Operating Account, Payroll Account, Webcheck Account and Credit Card Clearing account to a specialized Governmental/Higher Education unit with a dedicated team of experienced staff to service these accounts. In addition to these accounts, we also require a dedicated customer service representative from an Athens branch be assigned to our Petty Cash Demand Accounts to assist with the day to day activity on these accounts. General Operating Account The general operating account currently maintains monthly balances ranging between $50,000,000 and $225,000,000. The University relies heavily on the electronic banking system on a daily basis. All cash receipts and prepared deposits are picked up Monday through Friday by armored car service from various campus locations and delivered to a cash vault for deposit into the general operating account, receiving same day credit. We currently have 22 locations preparing deposits encoded specifically for their location that all deposit directly to the general operating account. Payroll Account/Webcheck Clearing Account/Bank Card Clearing Account These accounts are maintained as zero balance accounts and are swept nightly. Approximately 94.7 percent of the employees are paid via direct deposit and the university transmits those payments through the Automated Clearing House ( ACH ). The remaining employees will receive their payment via check. Petty Cash Demand Deposit Accounts The University maintains over 105 individual petty cash demand accounts that are provided to authorize University personnel from a variety of University departments. A significant portion of

4 these accounts are utilized by University units operating studies abroad, domestic field school and research participation. With approval from the Bursar and Treasury Services Division some of these programs are authorized to have debit cards associated with their individual petty cash account. These cards are in the name of the employee and each account may have more than one individual with a debit card. The accounts are still all maintained in the taxpayer id of the University. 2. Instructions The University of Georgia requests information and competitive price quotations from financial institutions for banking services as specified herein. 1. All questions concerning this RFP must be submitted by the due date in the schedule of events via to Annette Evans, Procurement Officer, at amevans@uga.edu 2. Responses to this RFP must be mailed or delivered to: University of Georgia Procurement Office Attn: Annette Evans 424 East Broad Street Athens, GA On the outside of the package/envelope reference RFP UGA FY2016 BANK. Your RFP responses must be divided into two (2) appropriately labeled and sealed packages a Technical Proposal and a Financial Proposal. The contents of each package will include: A. Technical Proposal 1. A completed Attachment B with any exceptions to the Standard Agency Contract noted 2. A completed Attachment C Mandatory Qualifications along with supplemental information as required and noted in the attachment. 3. A signed proposal certification Attachment G 4. References as addressed in section 8 of the RFP Below 5. A completed Schedule 1 B. Financial Proposal 1. A completed Attachment D Bank Fee Schedule a. See Instructions from Office of the State Treasurer 2. A completed Attachment E Bank Compensation Proposal a. See Instructions from Office of the State Treasurer

5 Hard Copy and Electronic Copies Required 3. A completed Attachment F Transition Assistance (if necessary) (only required if you are not the incumbent bank) The Financial Institution must provide the following number of copies: 1. Technical Proposal a. 3 hard copies with one (1) marked Original with original signatures; and b. 4 USB drive copies 2. Financial Proposal a. 3 hard copies with one (1) marked Original with original signatures; and b. 4 USB drive copies The Technical Proposal and Financial Proposal USB Drives must be labeled and packaged separately. In the event of a discrepancy/conflict between a hard copy and a USB Version, the USB version will govern. 3. Definitions ACH Automated Clearing House UGA University of Georgia University University of Georgia ZBA Zero Balance Accounts FI Financial Institution 4. Schedule Event Date Time Issue Request for Proposal Thursday, June 2, 2016 N/A Written Questions Due to amevans@uga.edu Friday, June 10, 2016 by 5:00 pm EDT Answers to Questions Released by University Friday, June 24, 2016 by 5:00 pm EDT Request for Proposals Due Friday, July 08, 2016 By 5:00 pm EDT Scoring of Responses Completed Monday, August 01, 2016 N/A Notification to Finalists Friday, August 19, 2016 N/A Week of September 12, N/A Oral Presentations IF DEEMED NECESSARY 2016 New Contract Begin Date Sunday, January 01, Selection Criteria The following criteria will be used to evaluate information submitted in response to this RFP.

6 1. Compliance with the mandatory qualifications set forth in Attachment C of this RFP. 2. Ability of respondent and its staff to meet the needs of the University. 3. Capacity to provide the highest quality and breadth of services at the most cost effective price. The University may request a conference or presentation from a respondent as part of the evaluation and selection process. It is the intent of the University to have a single bank provide all of the banking services specified within this RFP. 6. Terms and Conditions 1. The University reserves the right to reject any or all proposals. The award will be made to the Financial Institution who complies with the requirements of the RFP and who, in the opinion of the University of Georgia, presents the services which best suits the University s needs at a competitive price. 2. The Financial Institution must certify that it has fully read and understood the RFP, by completing the Proposal Certification (Attachment G), and has full knowledge of the scope, nature, quantity and quality of work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. 3. The University assumes no cost by the Financial Institution in preparation of the RFP response. 4. The University is seeking information for an initial contract of 1 year, with the option to renew for an additional four (4) one (1) year periods. 7. Mandatory Qualifications and Preferred Services The Financial Institution must meet the mandatory requirements set forth in Attachment C of this RFP, as indicated by a Y or Y+ in the Mandatory Column. The Financial Institution must respond to Attachment C and include it with their submission. Note that some elements within Attachment C require more than a Yes/No response, and these elements are indicated by showing Y+ in the Mandatory or Preferred column. Submit supplemental information as required and noted on the Attachment. 8. Submittal of References The Financial Institution should submit with its response references of two (2) customers that provide evidence that the Financial Institution has experience in servicing accounts of the nature specified in this RFP. It is preferred that references be for similar customers with similar banking structures and volumes as described in the RFP.

REQUEST FOR PROPOSAL FOR BANKING SERVICES CITY OF CENTER LINE, MICHIGAN GENERAL INFORMATION

Page 1 of 21 REQUEST FOR PROPOSAL FOR BANKING SERVICES CITY OF CENTER LINE, MICHIGAN Contact Name: Contact Title: E-mail: Steve R. Adair, CGFM Finance Director & Treasurer sadair@centerline.gov GENERAL