How To Get A Credit Card From The City Of Turlock

Transcription

1 REQUEST FOR PROPOSAL FOR BANKING SERVICES FORMAL BID NO QUESTIONS AND ANSWERS OCTOBER 20, 2014 The City has taken all questions presented to us by local banks interested in responding to our banking RFP and have compiled like-kind questions together to avoid paraphrasing or omitting any questions. Below you will find each bank s questions followed by the City s answer. On page 2 of the RFP Request the City asks for 6 copies of the proposal. Do you need copies of the contracts/agreements and legal documents/insurance in all copies? Answer: Yes. General Account Services Are you receiving your DDA (Direct Deposit Account) statements in paper or electronic format, or both? Answer: The City has a total of five accounts. We receive two account statements in paper format and three in CD format which we are able to print from. Bid Sheet Does the City only need Information Reporting on 4 of their 5 accounts? Answer: The City would like information reporting on all five of our accounts. Are all five of your accounts on account analysis? Answer: Three of our accounts are on account analysis and two are stand alone accounts. In lieu of a paid check CD ROM (which we do provide), would you prefer to have an archive of images available to you via an online reporting platform? Answer: We do not have a specific preference as long as the method of archiving allows us to be in compliance with our retention policy of five (5) years and we can have access to the same data that would be on the CD ROM via an online reporting platform. Do you utilize Night Depository services? If so how often? Answer: No. Merchant Services Will the City provide three months of statements for their current program? Will the City provide a copy of 3 months merchant statements? Will you provide us with three months of current credit card processing statements from each of your merchant accounts? Will the city provide a statement for the merchant card services? Is the City willing to provide copies of your current merchant bankcard processing statements to allow for a comprehensive comparison of those services? 2014 Banking RFP City of Turlock Bid No Page 1 of 15

2 Answer: The City of Turlock has provided (see attached Exhibit A ) the last month of Merchant Statements that we have available, which is August The activity doesn t vary too much month-to-month. Therefore, we feel one month is a good representation of our activity. Who is your current provider? If available, please provide a list of payment networks (Vital/TSYS, NOVA/Elavon, FDMS, etc) to which the City is currently authorizing and/or settling electronic payment transactions. Answer: First Data Merchant Services (FDMS). What is your average ticket size? Answer: $ What is the current $ volume and transaction count for Credit/Debit payments processed daily? Monthly? Annually? Answer: Daily - $9,000 and 875 transactions. Monthly - $67,000 and 6,600 transactions. Annually - $807,000 and 79,000 transactions. These are averages based on FY 13/14 activity. Does the $800K/month include online transactions? Answer: Yes. Does the City accept credit cards for payment in person? Phone? Internet? Answer: Yes to all three. Does the City currently use an electronic bill payment presentment solution tied to the website for utilities to be paid by credit card or bank account? Answer: Yes. What type of credit card processing equipment do you utilize? (Model name and number)? Can you please describe the remote credit card processing payment terminals (make and model)? Could the City share the name/model of the 5 terminals? Are they owned, rented and leased? Please provide details of any City owned hardware and software utilized for Credit, Debit, or E-Check processing? Hardware: Terminal Mfg and model numbers? Software: Mfg and version numbers? Do you own or lease your equipment/software? What are you using to process cards at your face to face charges as well as your mail or phone charges? Do you use a terminal? If yes how many, are they leased or owned, when did you enter lease/purchase terminals? Do you currently own your credit card terminal? If so, can you provide me with the brand and model name? Are any transactions or payments done via web/internet or phone? If yes what shopping cart is used? Question 8 Does the City of Turlock currently have card processing through your website? If so, will you please provide your current shopping cart and gateway? Answer: We use three terminals for face to face charges and two PC-Internet (Verisign) for Merchant Service Processing of web-site payments. The three terminals are: (1) = Omni 3200 SE purchased several years ago; (2) Vericom 510 Dual Com, purchased in the last year. We own our equipment and software. The City uses our own customized shopping cart and the API for the Verisign/Paypal Payflow Pro gateway. Can you please provide information on any credit card point of sales systems, software, or middleware being used today to drive credit and debit card payments in the various departments? Do you use a Point Of Sale system? Answer: The City of Turlock does not use a point of sale for merchant card services Banking RFP City of Turlock Bid No Page 2 of 15

3 Do you currently store customer card data? Answer: No. Regarding Scope of Services, Item 8: Please provide more specifics regarding the payment processing. Is this in regards to customer-initiated transfers/payments or transfers within the City of Turlock s accounts? Does the City of Turlock utilize a 3rd party for the customer-initiated payments? Question #8 Please describe what type of online payments processing the City is referring to? What is being paid for? Is this Credit Card acceptance or ACH direct-debit? Answer: This refers to credit card payments initiated by our customers on-line via our website or by telephone with our City Finance Staff processing the utility payment online. The City does not utilize a 3 rd party for our customer-initiated payments. How many Retail locations? How many telephone or mail order locations? How many Internet locations/websites? Where are the 5 locations? How many locations accept Credit, Debit, or E-Check? Answer: Retail = 3 (Animal Control, Police, Finance). Telephone/Internet/Website = 2 (Shared by Finance and Recreation). All locations accept only credit cards. How many locations are accepting payments? How many departments are using credit card processing? Answer: Four (4) = Finance, Recreation, Animal Control, and Police. Does each department have their own merchant ID Number? Answer: Yes. Are there additional departments that desire to implement a merchant services program in the future? Answer: Not at this time. In total, what percentage of transactions are processed at Retail (card swipe)? Mail order/telephone (key entered)? Internet (customer key entered)? Answer: Retail = 6%. Telephone/Internet (not separated) = 94%. Is the City interested in upgrading hardware/software? Answer: No, as two of our credit card processing machines are fairly new. We will replace the third one once it is no longer functional. Are you currently under contract? If so, when does it expire? Answer: Our contract is part of our existing banking relationship. What transactions types/card brands does the City accept today? (Visa, MC, Amex, Discover, PIN Debit, PINless Debit, E-Check (POP, ARC, BOC, Verification, Guarantee, Other?) Answer: Visa, MasterCard, Discover, and debit cards with a Visa or MasterCard logo so they can be run through as a credit card. Does the City desire to accept any additional transaction types/card brands now or in the future? Answer: It would be dependent on cost and need. Are most transactions authorized/settled via dial-up or IP-based communication? Answer: IP-based communication Banking RFP City of Turlock Bid No Page 3 of 15

4 Is the City accepting transactions via IVR today? If yes, is the IVR owned/hosted by the City or a third party? Who is the third party? Answer: No, assuming IVR = Interactive Voice Response. Does the City charge or plan to charge a convenience or service fee to the cardholder for use of a Debit or Credit card? If yes, please expand upon how and when this fee is currently charged or where and when the City anticipates it will be charged in the future. Does the city surcharge or impose any fee for paying with a credit card, check or ACH? Does the City anticipate a convenience fee or service fee be charged to the card holder to offset credit card fees? Answer: No. As part of our current Merchant Services Agreement, we are not allowed to charge a fee to the customer, unless we utilize a third party, at which time we do not. Is the City PCI compliant? Answer: No. Visa and MC require all acquirers to enter into contracts containing specific provisions with its merchants, provisions which are not included in the form contract and/or which provisions conflict with the terms and conditions of the RFP. Will the City agree to include the acquirer's standard terms and conditions as a part of the contract? Answer: Yes. Is the volume provided for the different cards (MC, Visa Amex.) for all departments? Answer: Yes. What type of payments is the City capturing online or would like to capture online (i.e. Water Payments, Utilities, Fines, etc.)? Please describe. Are payments accepted for utilities, licenses or taxes? Please list all. Answer: The City is collecting utilities, recreation activities, and police activities online. Payments are not accepted at this time for licenses. Question 14 Can you please describe your current card processing situation? Answer: The City provides our customers with the option to pay utilities, animal control, and recreation payments via credit card. Our customers can pay utilities and recreation face to face, over the phone, or online. Animal Control fees may be paid face to face or over the phone. Is there a dedicated point of contact we can speak with to review current processing needs/existing services? Answer: You may contact Julie Burke at (209) ext Would the City share who is the current incumbent? Answer: Our current bank is Westamerica Bank. Are any locations accepting PIN Debit (Customer adds their PIN at the time of transaction)? Answer: No. Is the Onsite Banker Plus the product the City uses for receiving Internet payments via the website? If not, what service does that product provide for the City? Answer: The City uses Paypal/Verisign s Payflow Pro. Onsite Banker Plus is the service we use through our current bank to access activity in each of our bank accounts at Westamerica Bank Banking RFP City of Turlock Bid No Page 4 of 15

5 Armored Car Services for Deposits Who is your current provider for Armored Carrier services? Regarding Scope of Services, Item 12: What company is the City s current armored car carrier? Does the armored carrier pick up both cash and checks or are checks picked up separately by a courier? Where are the daily estimated $10,000 in cash and $200,000 in checks delivered for processing? Are they delivered to a branch of the current financial institution? How many checks are included in the $200,000 deposited daily? Answer: Garda Transport picks up both cash and checks. The daily deposits are delivered to Wells Fargo Cash Vault, who is contracted through our current bank. The number of checks deposited daily varies. The average number of checks per day is 415 based on our Account Analysis Statement average of 8,700 per month. Please describe armored carrier and courier services. Days per week, locations, time of pickup, etc. What are the pick-up locations for Armored Carrier? For Courier? Who is your current provider for Courier services? What is the Courier being utilized for? Answer: We have approximately 8 to 10 deposit bags picked up daily in the afternoon by Garda Transport at 156 S. Broadway, Suite 114, Turlock, in the Finance Department. This includes approximately two from each department that receive customer payments. For each department, one deposit bag is for cash and the other is for checks. Our Courier Service is Tri Cor. They pick up drop box payments daily at the City s drop box in front of Turlock Irrigation District offices at 333 E. Canal Dr., Turlock and send them to our lockbox processor on a daily basis for processing. Are cash and checks being processed by Armored Carrier Vault Services or the Bank? Answer: Armored Carrier Vault Services. How often is cash deposited? Answer: Daily. Question #12 - What volume of Currency vs. Coin is included in the $10,000 deposited daily? How is the coin deposited? Standard bag, Mixed bag, small loose amounts? The volume on the Bid sheet states monthly volume of $100, please clarify? Answer: The $10,000 volume is collected by Armored Carrier Service and the fee for counting this deposit is part of the Armored Car Cash Vault Service fee. The $100 monthly volume is an average for the year of currency and coin that is physically taken to the bank for deposit, which does not occur very often. It is on our current rate sheet and we would like a quote for this service should we need it. Do you require your prospective bank to provide all aspects of armored carrier services (i.e. contract negotiations, fee offset in analyzed account, etc.)? If not required: are you willing to negotiate your own contract with an armored car vendor? Question 12 Will we be disqualified if we do not analyze fees affiliated with armored carrier? Is the City currently using Armored Service? If so, will the City continue with the current vendor OR would the City like us to also provide a quote from our preferred armored vendor? Answer: The City would like your financial institution to provide a quote from your preferred armored vendor, as we wish to have the armored carrier services be a part of the banking relationship. Please describe in detail, the City s current Depository Services: Is the City currently depositing to both a bank branch and a Cash Vault? Which is the majority of the deposits (Amount & Frequency)? Answer: Cash Vault, daily (see #12 under Scope of Services in our RFP for amount details) Banking RFP City of Turlock Bid No Page 5 of 15

6 Where is the majority of the City s monthly volume of cash ($200,000) deposited? Cash Vault? Branch? Answer: Cash Vault. Are change orders for cash and coin being filled and delivered through the Armored Carrier service or the Bank? Answer: Finance staff delivers change orders to the bank once per week. It appears that the City currently orders Cash (currency and coin) directly from the Branch. Will the City consider ordering from a Cash Vault? Do you have a preference to either one? Answer: The City places a weekly order for cash with the Bank which is available for pickup the same day. There are no fees associated with this service. We would be open to ordering cash from a Cash Vault. We would evaluate this based on the turnaround time and any associated fees. Lockbox Services Who does the City currently use for Lockbox processing? Answer: Westamerica Bank, our current bank. What type of payments are being sent to the lockbox? Answer: Utility payments. What city is your current lockbox located? What is your current collection point? Where is the current lockbox PO Box located? Answer: Suisun City. Would you be opposed to having a collection point in Pasadena, CA? Answer: No. Do you have a preference on where the collection point (P.O. Box) is located? Answer: No. Question #21 Would the City require using the existing lockbox address in effect today. Would the City be acceptable to a lockbox in another City? Answer: We would not require using the same lockbox in effect today and would be open to a lockbox in another city. Do you utilize coupons with MICR encoding? Answer: No. Do you receive an electronic file that includes document images? Answer: No. Do you require the paper items be returned? Answer: Yes. Explain the Special Handling for LBX items? What does Lockbox Items (Special Handling) mean? What type of items fall into this category? Answer: If the customer doesn t send in their payment coupon, but places their account number on their check, Lockbox can process this payment. It has to be manually keyed in, so it is considered special 2014 Banking RFP City of Turlock Bid No Page 6 of 15

7 handling. Also, If the amount on the payment coupon is different than the amount being paid via check, the check amount will have to be manually keyed in, which creates a special handling situation. Is your current processor the bank or a third party vendor? Answer: The Bank. The file you send your bank, is it what s considered a go file, where the bank will only deposit items that show up on the file as a match? Answer: No. Do you currently use a scan able coupon with OCR or Bar Code? Question #21 Are the remittance coupons OCR scan able (retail lockbox)? Answer: Yes. Can the City provide sample remittance documents (coupons)? May we please view a copy of the coupon you use? Can the City provide a sample coupon? Can you provide a sample of a remittance invoice that includes the Bar Code ID? What type of bar codes does the City use? Please provide samples of the remittance document. Answer: See ( Exhibit B ) attached sample coupon. Is there any other correspondent information that is sent aside from the coupon? Answer: Anything that is sent to the Lockbox with the customer s payment, such as a note, is forwarded to the City with the payment coupons. Any unprocessed items such as payments for services other than utilities or mismatched items are also forwarded to the City. Will you require dual side imaging of the items? Answer: No. Do you require any key data for your data transmission reporting? If so, what is the typical volume associated with this? Answer: The City requires the account holder name, account number, amount paid, and date paid in two reports. One is an HTML file and one is an MLB file (zip file that opens as a data.txt file) that contains payments made and is imported into New World Systems (our accounting software). The volume varies, but the average number of lockbox payments received on a monthly basis is 6,500. From the check or coupon what information is required for reconciliation purposes? Answer: The utility account number and amount paid. You ve requested a lockbox check detail file. Do you want this to be sent to you via transmission? Answer: Yes. Do you have any utility payments that are mailed to your office? If so are you forwarding those to the lockbox? Answer: We do not forward utility payments mailed to our office. They are processed in-house Banking RFP City of Turlock Bid No Page 7 of 15

8 For each document within each lockbox, please provide details on the coupon/document format, layout, and specifications. Answer: For both the HTML file and the MLB file (zip file that opens as a data.txt file), we require the account number, customer name, amount paid, and date paid. The MLB file is the file that is imported into our software system to post the lockbox utility payments. For the lockboxes, is a return window envelope utilized for the submission of transactions? Please provide a sample of the return envelope. Answer: A return envelope is utilized for the submission of transactions, but it is not a window envelope. See ( Exhibit C ) attached sample envelope. Does the City accept credit card payments for the lockbox? Answer: No. Are any stop files utilized within the lockbox? Does the City utilize a Stop List? Answer: No. For exception/special handling, does the City currently use online decisioning functionality to review exception work for the lockboxes or are all identified exceptions/special handling items sent back to the client unprocessed? How are check only payments handled if there is no account number written on the check? How are mismatches (unidentifiable payments) currently handled? Are they returned to the City? Bid Sheet What makes the lockbox items qualify for Special Handling? What processing instructions are provided to the bank for these items? Answer: All identified exceptions/special handling items are sent back to the City, including check only payments that do not have an account number written on them, a remittance coupon with no check, any mismatched/unidentifiable payments such as miscellaneous invoice payments, and any other items that are not easily matched to a customer s utility account. Does the City provide a Billing File to match to? How frequently does the City provide the bank with an updated list? Answer: We send a look up file monthly after bills have been posted. Does the city utilize a web portal for image archiving? Answer: No. Does the City receive a daily data file of work processed? Answer: Yes. What Fields are included in this file? Answer: Account number, customer name, amount paid, and date paid. Question 21 a) Does the City require images of lockbox payments? If no, is any physical documentation returned to the City? Question #21 Does the City Image all activity (envelope, check copy, remittance advice, correspondence) at the Lockbox? Answer: No - all payment coupons, any special handling, and correspondence are returned to the City on a daily basis Banking RFP City of Turlock Bid No Page 8 of 15

9 How are lockbox files currently transferred between the City and the incumbent bank (i.e. customer list shared with bank and daily payment details delivered to the City)? Are they sent via secure transmission portal (secure FTP), or some other method? Please describe. Answer: The City sends a look up file as a zip file in a data.txt format via an attachment to the bank. The bank sends an with a link to a secure website login. After logging in, the Finance Department is able to download the lockbox files securely. These files consist of two reports, one is an HTML and one is an MLB file (zip file that opens as a data.txt file) that is imported into New World Systems (our accounting software). Are the volumes listed under Lockbox Items for 6,500 included in the 8,700 checks deposited line item? - If yes, how are the remaining 2,200 items deposited? Answer: Yes. The remaining 2,200 items are deposited via Armored Service pick up and then taken to Wells Fargo Cash Vault, who is currently contracted with our bank to process the deposits. Analysis Statement May we please view a copy of your current analysis or activity statements? Can we get a copy of the Cities existing account analysis statements? Answer: See ( Exhibit D ) Account Analysis Statement. Are you currently set up for monthly, quarterly, or semi-annual analysis statements? Answer: Monthly. What is your combined monthly average collected balance? Answer: See ( Exhibit D ) Account Analysis Statement. Does the City currently maintain compensating balances that cover all service charges? Answer: The City maintains compensating balances to cover some of the service charges, but not all. See ( Exhibit D ) Account Analysis Statement for details Pricing and Account Analysis #1 Does the City use Controlled Disbursement today and is this a priority for the City? Answer: No. This is not a current priority for the City Pricing and Account Analysis #6 What is the size of City s current Daylight Overdraft line today? What is the single largest outgoing Wire Transfer volume originated by the City, in a single day, last year, this year? What is daylight overdraft limit the City would like to have in place? Answer: The City currently doesn t have a daylight overdraft line. There are limits in place for credit exposures for ACH, payroll, and accounts payable. Most wires are used to purchase investments or pay debt service and can vary from thousands of dollars to millions. What is the City s current total monthly gross analysis fees? And total net analysis fees? Answer: See ( Exhibit D ) Account Analysis Statement. General ACH Services How often do you process payroll? Answer: Semi-monthly Banking RFP City of Turlock Bid No Page 9 of 15

10 How many employees do you have? Answer: There are approximately 575 employees: 325 Full-Time and 250 Part-Time. Does the City use ACH to debit funds from citizen s accounts for water, sewer, or garbage fees? Answer: No. What is your exposure limit for ACH? Answer: The credit exposure limit is $4.62m The monthly ACH limit is $1.54m The monthly AP ACH limit is $1.54m The daily limit on Payroll is $990k The credit exposure limit on the Payroll account is a maximum 2 day limit of $1.98m Do you utilize ACH to pay vendors? Answer: We utilize ACH to direct deposit payroll and to pay some payroll related vendors. Are you utilizing call back or dual control for ACH origination? Answer: No. Regarding Scope of Services, Item 5: Of the 2,000 disbursement checks per month, the RFP states that approximately 900 are direct deposit payroll checks. Direct deposit transactions are typically ACH-originated transactions. Can you please clarify? Question #5 approximately 900 are direct deposit payroll checks Is the City referring to paper payroll checks or ACH electronic direct deposit payments? Please clarify the volume for checks disbursed; 2,000 in scope of services vs. 800 on bid sheet. Answer: The direct deposit payroll checks are ACH-originated transactions. Therefore, of the 2,000 disbursement checks, only 1,100 are actually paper checks, as 900 are ACH electronic direct deposit payroll payments. Of the 1,100 paper checks, an average of 800 are paid by the bank. There are some checks that remain outstanding or are voided. These are just estimates based on prior year averages. ACH Can the City provide some detail around the ACH origination? Frequency and largest amount from last year by each type: Direct Deposit Answer: For payroll semi-monthly, approximately $1.25 million per month. Payroll Taxes Answer: Semi-monthly Federal and State payroll taxes, approximately $350,000 per month. Vendor Payments Answer: Life and LTD Insurance, Dental Claims, Union and Association Dues, Child Support Payments, Wage Garnishments, CalPERS payments, Deferred Comp payments, and RHS payments. Debit Collection Answer: None. Electronic Payment Services The City has stated they currently process 1,300 transactions per year. What do these transactions comprise of? For example, are they vendor payments. What is the dollar amount associated with the 1,300 transactions? Regarding Scope of Services, Item 15: Are the 1,300 electronic payment services referring to EDI payments received from commercial customers or customer-initiated payment processing, Item #8 referenced in question #3 above? Question #15 Please describe what type of EP (electronic payment services) the City is referring to? What are these transactions for? Is this the City making or receiving a Payment? Answer: The City of Turlock processes 1,300 transactions per month, not per year. These transactions are customer initiated utility bill payments through the customer s bank to our bank. These are not credit card 2014 Banking RFP City of Turlock Bid No Page 10 of 15

11 payments. The dollar amount associated with the 1,300 transactions is an average of $143,611 per month, $ per payment. Who is your current provider for Recurring Credit Card Payments? Answer: Paypal/Verisign s Payflow Pro. Is Onsite Banker your Online Banking Service? Answer: Yes. What are the per item fee charges for Onsite Banker Plus per Item Fee: Answer: See ( Exhibit D ) Account Analysis Statement. Bid Sheet - EDI Translation Report Is this volume per EDI transaction or per page of reported data? Answer: The volume is per EDI transaction Report, regardless of the number of pages. On the Bid Sheet, under ELECTRONIC BANKING SERVICES Recurring Credit Card Payments (EP), the description appears related to Information Reporting, not Credit Card Payments. Please provide a description of the activity related to the Recurring Payments and how the Payments are accepted/collected. Answer: This is not for credit card payments. The description was not updated from our previous RFP. It is for electronically paid direct deposit payroll, payroll taxes, Union and Association dues, child support payments, wage garnishments, Life and LTD Insurance, Dental Claims, CalPERS payments, Deferred Comp payments, and RHS payments. Will you please provide detail/clarification surrounding section 4.4 of the RFP regarding Controls: What is your reference to EDP and what current controls do you have in place for back-up and recovery? Answer: EDP refers to Electronic Data Processing. Our system is backed up daily. Wire and Other Funds Transfer Services What are you utilizing online wire transfers for? Answer: Debt service payments, payroll related payments for dues, 457 plan, LTD and life insurance, dental claims, child support, and payroll taxes. Are you utilizing call back, dual control, or both for Wire Transfers? Answer: Utilizing dual control. What is your current wire limit? Answer: There is no limit. We have dual custody for wires. Safekeeping Services Who does the City currently have safekeeping services through? Answer: Wells Fargo Securities, Wedbush. What types of items/securities will be held in safekeeping? Answer: See ( Exhibit E ) City of Turlock Investment Policy. Will the documents/securities held in safekeeping be marketable or bearer negotiable instruments? Answer: Marketable instruments Banking RFP City of Turlock Bid No Page 11 of 15

12 How often will the City be accessing their items in safekeeping? Answer: This will vary, depending on market conditions and availability of funds for investment. What will be the maximum market value and typical value of the instruments held in safekeeping? Answer: See ( Exhibit E ) City of Turlock Investment Policy. Question 20 Will we be disqualified if we do not provide safekeeping services? Answer: No, as safekeeping is currently provided by Wedbush and Wells Fargo Securities, separate from banking services. What is the approximate market value the City holds in custody/safekeeping? Answer: See ( Exhibit F ) City of Turlock June 2014 Schedule of Investments. What is the approximate transaction volume in the custodial account(s)? For example, buys/sales/paydowns/ wires. Answer: This will vary, depending on market conditions and availability of funds for investment. Does the City require daily distribution of income from the custodial accounts to banking accounts or does the city utilize a sweep vehicle in the custodial accounts? Answer: The City utilizes a sweep vehicle. Investment Services What is the target or "peg" balance you maintain in the Deposit Account? Answer: $8 million. The rest is swept out daily. Regarding investment sweep services, is this a product you currently utilize, if yes, what APR are you earning? May we view a copy of the most recent statement? Answer: Yes,.08%. See ( Exhibit G ) Westamerica Sweep Statement. Can you provide a current Investment Statement on the Sweep? Or Investment report? Answer: Our current bank doesn t provide an investment report. On a monthly basis, the City receives a sweep statement that provide the opening balance, principal change, closing balance along with interest earned. The securities used by Westamerica Bank are the following: - US Treasury Notes and Bills - Federal Home Loan Bank Bonds - Federal Farm Credit Bank Bonds - Municipal Obligations - Preferred Equity Securities - Asset Backed Securities - Government National Mortgage Association Mortgage backed pass-through Certificates - Federal National Mortgage Corp. Participation Certificates - Whole Loan Collateralized Mortgage Obligations Are you currently utilizing this service? If so, what are you being charged? Answer: Yes. No charge. Are funds invested in LAIF? If so, what are the average balances? Answer: Yes. $50 million Banking RFP City of Turlock Bid No Page 12 of 15

13 Regarding Scope of Services, Item #20: How many investment purchases monthly? How many corporate actions monthly? What is the principal balance? Answer: Investment purchases and corporate actions vary, depending on market conditions and availability of funds for investment. See ( Exhibit F ) City of Turlock June 2014 Schedule of Investments for balance. Can we get a copy of the Cities investment policy? Answer: See ( Exhibit E ) City of Turlock Investment Policy. Procurement Cards Does the City utilize Credit Cards for purchases? Answer: Yes. Does the City have any credit card program in place today? If so, what are the cards used for, how many cards and the annual dollar amount on the program? Does the City currently have a credit card program (i.e. a Cal Card) in place for T&E and Procurement? Answer: Credit cards are used to provide an easy and expeditious method for the City departments to make low dollar amount purchases. We currently have 119 active users. The annual dollar amount on the program was approximately $776,000 for Fiscal Year 2013/2014. This is not part of our Banking RFP, as we wish to continue with our current vendor. What is the rebate schedule you re earning? Answer: See ( Exhibit H ) rebate schedule memorandum. What type of reporting is available for the cardholder activity? Answer: The reporting available is through CAL-Card (Department of General Services of the State of California) and provides us with all details available on our transactions. Remote Deposit Are you interested in utilizing Remote Deposit for checks not going to the Lockbox? Answer: This is not something we are currently considering. You may provide us with the cost and details associated with Remote Deposit in your proposal for our review. Where are your points of collection? Answer: Finance, Police, Recreation, Animal Control. Would you want to purchase or lease a scanner? How many? Answer: It would depend on the cost if we were to utilize Remote Deposit. How many checks would be deposited through this method monthly? Answer: Approximately 8,700. Depository and Paper Disbursement Services How many secure deposit bags do you order annually? Answer: Approximately 1, Banking RFP City of Turlock Bid No Page 13 of 15

14 How many checks do you order annually? Answer: We currently order our check stock from a separate vendor. We order approximately 5,000 Accounts Payable checks and 4,000 Payroll checks per year. Can you provide a sample of the check? What security features does the check offer? Answer: See ( Exhibit I ) sample check. The checks have a security water mark. The word Void will appear on a copy. Does the City purchase its own deposit and check supplies from an outside vendor? Answer: We purchase deposit bags and slips from the bank, and check stock from an outside vendor. Account Reconcilement Services How often do you receive the check reconciliation file? Answer: We download the files (Accounts Payable, Payroll, and Deposit account) via csv format from On- Site Banker Plus once per month to reconcile with our accounting software. We have 24/7 access to downloading this file whenever needed. Are there other reports you would like to receive? Answer: If you have reports available that you believe will be beneficial to the City of Turlock, please include them with your proposal. Have you considered full or partial account reconcilement programs to assist with automated reporting of cleared items as well as easy access to outstanding and voided checks? Answer: The current system accommodates this process with a csv file that we are able to download from the bank s On-Site Banker Plus. Other Questions Tab IV Information Requested, 4.1 Qualifications and Experience #6, page 6 Provide documentation that your financial institution has been evaluated by an independent bank rating agency and been found Outstanding or Satisfactory for the most recent four consecutive quarters. Is the City referring to CRA evaluation or something else? Answer: This refers to CRA evaluation. Do you process in-house payroll or do you use a payroll provider? Answer: In-house. If in-house, does your accounting system allow for the creation of a NACHA file? Answer: Yes. In consideration of stale dated checks, is your request to have the bank honor or reject them? Answer: Our request is to have the bank contact us prior to processing the stale dated check to verify whether it should be honored or rejected. What accounting software are you utilizing? What kind of financial software does the City currently use? What accounting system does the City of Turlock currently employ and do you know whether it can accommodate the import of a BAI2 or MT940/941 reconcilement file? Answer: New World Systems. Our IT department is not familiar with these file formats. We are able to import csv files into our current accounting system Banking RFP City of Turlock Bid No Page 14 of 15

15 What Operating System and Browser do you utilize? Answer: Windows 7 and Internet Explorer 10. Does the City have an ATM on the premises? Answer: No. Questions 22 Does the City have the ability to include the Payee Name in their check issue file to the bank? Answer: Yes. Does the City have an automated process for expense reimbursement? If so, what system do you use to accommodate the reporting and ACH payable file? Answer: No. For your check disbursement process, would you be interested in learning more about our check print outsourcing services instead of managing the print/signature/envelope/mailing process in-house? Answer: Not at this time. Does the City have a need for any financing? Leasing - for vehicles, equipment, etc? Answer: Not at this time. Does the City have any internal processes that it is looking to improve? Answer: Not at this time Banking RFP City of Turlock Bid No Page 15 of 15

16

17

18

19

20