ADDENDUM #2 REQUEST FOR PROPOSALS

Transcription

1 ADDENDUM #2 REQUEST FOR PROPOSALS Banking Services TO: FROM: CLOSING DATE: SUBJECT: All Potential Responders Angie Williams, RFP Coordinator November 13, 2015 at 3:00PM (UNCHANGED) RFP Banking Services DATE: October 27, 2015 Exhibits 2 through 6 have been posted on: Bidders Questions and Answers Question #1: In reviewing the RFP I was wondering if the County could provide any Merchant volumes or statements. A: Please see the response to Question 21. Question #2: On page 4 of the RFP the Scope of Services explains the need for "24 zero balance accounts dedicated to the clearing of warrants and checks..." How many of these 24 accounts are actually warrant accounts? This will effect pricing since warrant accounts and checking accounts are two separate and distinct services which are priced differently. A: Two of these accounts are warrant accounts. The remaining accounts are actually checking accounts. Question #3: What is the monthly cost of the armored car service? A: Approximately $700 per month. Question #4: #25. Sample Reports c. Account Services (what is this request?)?

2 A: An example of cut and paste run amuck. Please feel free to include an optional report you think we would use. Question #5: Depository Services What makes up the vault deposits (640 items) Chk Dep ICL or RDSO (40)? A: Vault deposits include deposits picked up in the Treasurer s office by armored car. Each deposit is in a separate polybag and includes a unique deposit slip. They are prepared by individual departments and districts and turned into the Treasurer s office. It may also include deposits made by a junior district at their nearest branch or banking center in a polybag that are not counted at the branch but forwarded to the vault for deposit. ICL or Image Cash Letter. RDSO or Remote Deposit Service Online. Check image batches transmitted to the bank. Question #6: Coin deposit per coin bag are these FED ready? A: They are counted but not rolled. Question #7: Wires what are Elec Wire Out Book Transfer (33) Book Credit (17)? A: Elec Wire Out-Book Transfer are outgoing Fed wires to an account also housed at the current bank. The wires are to accounts separate from the Kitsap County Treasurer. Book Credits are incoming Fed wires initiated from an account also maintained at the current bank Question #8: Account Reconciliation how many accounts are on this? A: The current 24 zero balance accounts used for clearing the warrants and checks for county departments and junior districts. Question #9: Did not include zero balance accounts (ZBA) in Attachment A. A: Second item: ZBA Acct Maintenance 30 Question #10: General ACH Service

3 ACH Blocks Auth Maint. (29) how many accounts have blocks? ACH Standard Rpts fax and Electronic? A: Currently 29 accounts have either an ACH block or a check written/deposit block. All zero balance accounts will have a block attached. Standard ACH Reports include standard reports for our initiated ACH batches. They are exception reports that provide returned items or notices of change. The reports are received by fax and/or electronically. Question #11: Information Services How many accounts are online? A: Five accounts have full online access for balances, images, stop payments, ACH or wires. An additional 5 accounts are online for balance reporting including previous day and current day information. There are 29 accounts in which stop payments can be placed online. Twenty-five have image access. Only the main concentration account has online account analysis. Question #12: Would the County consider splitting their banking services between two banks, if there were advantages to do so? A: The Kitsap County Treasurer will give serious consideration to all responses and suggestions, especially if two financial institutions formally partner to provide services. Question #13: The RFP reads that only Treasurer accepts card payments for Tax Payments. If other departments are accepting payments please detail the following: Annual Volume and Annual transactions processed for each department? Equipment used to process payments? If other departments have never accepted payments please clarify the following: What is the collected revenue (cash/check) for each departments?? A: Please see the response in Question 21. Question #14: During our meeting it was discussed and requested to obtain three (3) months Bank of America Account Analysis Statements and three (3) months Merchant Processing Statements for all entities currently accepting card payments. A: Bank of America Analysis Statements can be found in Exhibits 2, 3, and 4 A limited quantity of sample merchant statements are available in Exhibit 6. Please see Question 21.

4 Question #15: Regarding ACH s, what is your: approximate largest dollar amount ACH - per item approximate largest total dollar amount sent via ACH -per day? A: We are unable to access a lot of history on individual ACH items within batches. Credit items received are generally under $100,000, but occasionally federal ACH credits can be between $2 and $3 million dollars each. Semi-annually the Treasurer initiates an ACH debit batch for property taxes that totals approximately $2,200,000 in 1,500 items. The average is $1,456 per item with $71,000 being the largest item currently. The largest recurring ACH batches are for payroll, payroll taxes, and accounts payable. The largest accounts payable batch has been $3,200,000 in the last year. Typical payroll tax and payroll batches are 1.5 million and 2 million respectively. Generally these batches occur on different days, but have the potential to occur all on the same day. Question #16: For the money pick up by Loomis, how long does it take (same day, one day, two days, etc.) to get ledger credit for: Cash Checks? A: Both receive same day ledger credit. Question #17: Can you please provide the merchant volumes? A: Please see the response to Question 21. Question #18: What are the counties average collected balances? A: The County s collected balance over the past 12 months is $20,187,000. Question #19: We request the following information to accurately complete the RFP for the merchant portion: Number of merchant accounts Processing methods for each account detailed information e.g. terminal type (own or rent), POS and /or software with version for each Merchant statements for each account if not available, annual volume & average sale for each MID

5 Utility account frequency of billing (e.g. monthly, bimonthly) and number of customers along with average billing amount? A: Please see response to Question 21. Question #20: Please provide 3 months of account statements and if there is a peak month, include that as one of the monthly statements, for the following: Bank of America Treasury Analysis Statements Bank of America Merchant Services Statements Credit Card Processing Treasury Analysis Statements Lockbox (if separate form B of A treasury analysis statements)? A: Bank of America Treasury Analysis Statements are found in Exhibits 2, 3, and 4. Lockbox Analysis statements are found in Exhibit 5. Available merchant services statements are found in Exhibit 6. Question #21: Merchant Processing: Are physical merchant processing terminals used? If so, what are make/models (to determine if new machines are required)? What is the communication method for processing, internet or phone line? Does each Junior Taxing District have its own website and merchant ID to process payments? How many merchant ID s do you have? From a reporting and reconciliation perspective, what information is needed and in what format? Are tax invoices printed and mailed or presented online? A: A variety of methods are used by departments for processing. As discussed in the pre-bid conference, many departments and districts, including the treasurer, utilize a vendor to process credit cards where the customer pays the credit card fee or e-check fee. We are asking for information on merchant services to offer districts and/or departments for credit card processing where the fee is paid by the department/district. The Treasurer does not mandate use of credit cards for them, and as a result our direct information is limited. Each department/district does have their own merchant ID s to process payments and may utilize web, IVR, over the counter or a combination. Most locations have not upgraded to EMV capable machines. Since we do not have an abundance of information, we should probably have called this section a Request for Information. Please do the best you can. Sample merchant statement for a few of the districts can be found in Exhibit 6.

6 Question #22: What are the average investment balances you maintain in the State Investment Pool? A: The average State Investment Pool balance is $117,906,000 over the prior 12 months. Question #23: Do you use a 3rd party printing service for any of your mailers to constituents? If yes and it is a material expense, please provide 3 months of statements. A: This question is beyond the scope of this RFP. Question #24: Would you like us to answer your questions on pages 5 and 6 in your RFP in our responses for the relevant sections of Banking Services Questions / Statements? A: These questions are topics that are of concern to us in choosing a new financial institution. Please cover these topics in your narrative.