Marion County Board of County Commissioners and Marion County Clerk of the Circuit Court Questions and Answers addendum dated 5/25/2012 thru 5/31/2012

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1 Marion County Board of County Commissioners and Marion County Clerk of the Circuit Court Questions and Answers addendum dated 5/25/2012 thru 5/31/2012 Purchasing Card related questions from RFP: Does the county have a current program? Answer: Yes, see first Q & A addendum. Who is the issuer? Answer: SunTrust Bank. If so, what was the spend volume in 2011? Answer: See first Q & A addendum. Legal related questions: Attachment 8 on Public Entity Crimes - Whose name (besides the Bank's) goes on the Attachment? The person submitting the proposal? Answer: Authorized Bank Representative. What is meant by "third-party collectors" in section 15.1? Answer: Regions and Checkfree work as third party collectors of Utility payments then provide payment and information directly to our lockbox. General Questions: Can you please tell me the expected level of deposits that will be kept at the bank in all of the Clerk/Board checking accounts. Page makes reference to $20,000,000 in balances and also makes reference to a range of balances for the past 12 months. Answer: 17.8 to 26.9 million. Questions with regard to the fee schedule: Page 24: Item 4.14: a) Is Controlled Disbursement a required service by your current financial provider for use with Reconciliation/Positive Pay, or does the Clerk/Board utilize Controlled Disbursement for daily cash positioning? Answer: No, we use the service for check fraud control. b) If not for daily cash positioning, what is the primary purpose for the Clerk/Board of using Controlled Disbursement? Answer: We use the service for check fraud control. 2. Page 26; Item 6.2: Please provide the average volumes/type of supplies used in one year: a) Coin/Currency Wrappers: Answer: Approximately 2 boxes. b) Deposit Slips and type such as 2-part: Answer: Approximately part. c) Deposit bags and size(s): Answer: Approximately 626(9.5X12) and 313(12X16). 3. Page 26; Item 6.3: Please provide the monthly average volume of checks cashed by employees. Answer: Board, 144 and Clerk, Page 27: Item VII. How does the Clerk and Board currently pay for fees and how often (monthly, quarterly, etc.)? Answer: Invoiced semiannually and payments made by check. 5. Pages 29-31: Item 14.1: a) Electronic Credits Posted: Please provide list of items this volume includes, such as ZBA transfers (debits/credits), wires, ACH debits/credits (not originated). Answer: These are defined as a charge for posting an incoming ACH debit. b) Domestic Collection without Entry: Please describe this service. Answer: Charge for processing an item sent to bank of first deposit. Proceeds credited when Bank receives payment.

2 c) Transit Item Pre-Encoded: Please confirm if this volume is outside of the lockbox items, and if so, how are they delivered to the bank? Answer: Per item fee for items deposited as Pre-Encoded that are drawn on other financial institutions. This does not include lockbox items and is currently being delivered by courier. d) Branch Cash Over the Counter Deposits (Per $1,000): Please provide the average dollar amount per deposit. Answer: Please refer to the average annual volume for (d thru i). Library (Over the Counter) deposits range from a few dollars to a few hundred dollars. We are looking for unit price per item. e) Branch Currency Order/Partial Strap: Please provide the average dollar amount per deposit. f) Vault Currency Deposit Full Strap: Please provide the average dollar amount per deposit. g) Vault Currency Deposit Half Strap: Please provide the average dollar amount per deposit. h) Vault Currency Deposit Loose Bill: Please provide the average dollar amount per deposit. i) Vault Coin Deposit Rolled Coin: Please provide the average dollar amount per deposit. j) ACH Exception Pricing: Please define exception. Answer: Charge for files that reject due to problems such as invalid cash totals, phone in errors, and duplicate files. k) ACH Fraud Control: Does this service allow you to add/change/delete vendors online? Answer: Yes l) Online/Downloadable Statements Controlled Payment Reconciliation Reports(s)/Per Report: How many accounts receive these reports? Answer: All Controlled Disbursement accounts have access to the report. Please refer to the volume listed under Controlled Pay. 6. Page 52: Chart of Accounts: Please provide a list of your current account titles and/or structure to better provide you with a proposed structure. Answer: See file: Marion County Bank Account Chart. Cash Management Questions: 1. Who is your current armored car courier? Answer: Loomis. 2. How many locations is armored care currently picking up? Answer: One(1). 3. What is the frequency of the scheduled pick ups? Answer: Daily. 4. Is the cash taken to a Cash Vault? Answer: Yes. 5. How much is total cash deposited at the Vault? Bank locations? Answer: All cash is deposited at the Vault with exception to very minimal amounts deposited directly to bank locations by outlying Library branches. The three month average deposited at the vault from December 2011 thru February 2012 is $641, Does Clerk separate coin & currency from the checks in preparing the deposit (2 separate bags)? Answer: No. 7. Does Clerk currently use RDC? If so, how many locations would utilize this service? # of scanners required? Answer: No. 8. Are all PPD Credits originated for the purpose of direct deposit of payroll? Answer: No. 9. Does the Clerk offer a reloadable paycard for unbanked employees who want to participate in direct deposit? Answer: No. 10. What are the PPD Debits for? Answer: ACH payments to select vendors and County Agency. 11. Do you accept payments online via web and/or telephone? Answer: Yes.

3 12. What is the amount of your current ACH Exposure (debits and credits)? Answer: Analysis not done. Normal batch amounts would not exceed two million and aggregate batches would not exceed five million. Primarily, payments to the State of Florida as well as payroll direct deposit and payroll taxes. Some small dollar amounts originated for official records payments. 13. Does the Clerk pre-encode its MICR line? Answer: Check number and amount is not pre-encoded. 14. Is the Clerk on monthly or quarterly analysis billing? Or other cycle? Answer: Monthly analysis statements with semiannual invoice. 15. Is the statement cycle monthly? Answer: Yes. 16. Does the Clerk receive back their paid checks and/or IRDs? Answer: We only receive electronic images. 17. What type of payments is received in lockbox? Answer: Ambulance and Utility billing. 18. What type of lockbox report is received daily? Answer: Image batches and reports with payment detail. 19. Will the Clerk require keying of data from lockbox? Answer: Yes, Utility payments in formatted file for interface is required. Ambulance lockbox does not require keying. 20. Will there be a file transmission of lockbox data? Answer: Yes, or provide means to access files and batches. 21. Under lockbox services, section 15.1 discusses third-party collectors that would electronically transmit payment and account information directly to the lockbox operations please describe. Answer: Regions and Checkfree work as third party collectors of Utility payments then provide payment and account information directly to our lockbox for Utility customers. 22. Does the Clerk currently use procurement cards? If so, what is the estimated monthly spend? Answer: See first Q & A addendum. Custody Questions: 1. Does the investment advisor rebalance the account periodically? If so, on what cycle? Answer: Monthly rebalancing if needed to the benchmark, Merrill Lynch 1-3 year US Treasury note index. 2. Are any special reporting requirements needed for this custody account? Answer: No. 3. Is there any Securities Lending on any of the securities held in the custody account? Answer: No. 4. What are the current fees? Answer: $100 per month plus $25.00 per buy, sell, and maturity. 5. Can the custody services be bid separately from banking services? Answer: Yes. Merchant Services Questions: 1. Does the County currently utilize Telecheck for check conversion/verification services? Answer: Yes. 2. What is the monthly check volume processed through Telecheck? Answer: This is not tracked internally. 3. What is the average check amount processed through Telecheck? Answer: This is not tracked internally. 4. Does the County own and/or lease currently installed terminals and Pin Pads? Answer: Yes. 5. What is the make and model of existing terminals and Pin pads? Answer: See Merchant Service Data File.

4 6. How many credit card terminals are installed at each location? Answer: See Merchant Service Data File. 7. How many merchant accounts are currently processing via the Global payment gateway? Answer: Does the County utilize the Global Gateway for online and retail transactions? Answer: Only used for Airport fuel and hanger rent. 9. Does the County currently charge a convenience fee for online transactions? Answer: No. 10. Would the County be interested in exploring a convenience fee program? Answer: No convenience fees are being charged, however, if there is a legally accepted alternative, please share. 11. What type of documents -sale slips or internal form is submitted to SunTrust Lockbox for the MCFR Lock Box Ambulance account? Answer: A payment stub that contains the name and run number. 12. Does SunTrust process the credit card transactions submitted through the lockbox on the County behalf; or is the County processing the payments? Answer: SunTrust processes the payments through our Merchant account. Purchasing Card Services: 1. Does the County have a need for Purchasing Cards, Travel Cards, or both? 2. What was the dollar amount of the County s Purchase Card spend in FY 2011? 3. What is the County s projected Purchase Card spend in FY 2012? 4. Please state the number of card transactions (or average transaction size) in FY Please state the number of cards needed. 6. What is the name of the accounting system in use by the Clerk s office today? 7. What was the total of all vendor payments (excluding employee payments) in FY 2011? 8. Who is the incumbent provider? 9. What association (i.e. Visa, MasterCard, Amex, other) is currently in use? Answer (1 thru 9 above) See first Q & A addendum. Credit Card Processing Services: 1. Is Global Pay, short for Global Payments? Answer: Yes. 2. You have split out American Express for the municipal airport only and the March statements provided within the original RFP document does not show any Amex activity. Is the County accepting Amex in any other departments and if yes, are the terminals split dialing directly to Amex hence no detail on the statements? Answer: Only the Airport accepts American Express payments. 3. Can you provide the name of the Ambulance Billing Software? The gateway information provided within the spreadsheet would suggest that you are using a First Data or Global Payments proprietary gateway and I would like to understand if the billing provider has certified other payment networks (i.e. VITAL, Elavon/NOVA, Paymentech etc.). Answer: RescueNet. First Data is the credit card processor for Ambulance billing. 4. Within Addendum 1, Merchant Services Questions (12), can you expand upon your answer? As the County is currently using POS equipment that works only on the First Data network, will you entertain POS alternatives? Answer: A large percent of Banks use First Data. If we can use the equipment we currently own it would be helpful. Cost is a major factor if equipment needs to be replaced. The overall expense of conversion will be evaluated. 5. If yes, does the County prefer to purchase, rent, lease or would you prefer conversion exchange options? Answer: See 4 above. 6. There is not a format provided for the Merchant Services pricing within the Banking Services Pricing Sheet. Will you allow the respondents to enclose a standard schedule of fees? Answer: See Merchant Service Data File. It would be helpful to provide pricing that can be easily compared to this.

5 Lockbox Services: 1. Does the County require a local P.O. address (i.e. within the county) for purposes of receipt of payments? Answer: No. 2. How many physical checks does the County receive from bill payment providers instead of electronic alternatives? Answer: This is not tracked internally. General Questions: 1. Are the volumes shown in the Banking Services Pricing sheet monthly or annual? (An earlier version of this included in the RFP had a header listed as average annual volumes.) Answer: The volume is monthly based on 12 month average. General 1. Are banking supplies currently provided to the County at no cost (i.e. deposit slips, deposit bags, endorsement stamps, etc.)? Answer: No Cash Vault 2. Page 17; Item 3.12: It appears the County intended to provide the range of balances for the past twelve months and inadvertently omitted from the RFP. Please provide. Answer: 17.8 to 26.9 million. 3. Page 22: Item 4.7.2: Armored Courier a. Please provide a copy the Clerk and Board s current armored courier contract, expiration date of the contract and vendor s invoice. Answer: See file: Loomis. b. Where does the Clerk and Board s contracted armored courier currently deliver to (branch, cash vault)? Answer: Gainesville, Florida cash vault. 4. Page 22; Item 4.7.4: Please provide the example Consolidated Activity Report as referenced to ensure we provide our correct sample in our response, as Attachment 7 example is missing from the RFP. Answer: See file: Consolidated Activity Report. Stop Payments 5. Page 24; Item 13.1: Does the County s current provided offer an automatic escheatment solution for check once they become (6) six months old? Answer: Yes. Customer Service 6. Page 26: Item 5.1 (a): Is your current customer service representative located within Marion County? Answer: No. Prices and Services Charts (page 30) 7. Please confirm the Clerk and Board are truly utilizing both Check Sort (paper checks returned in numerical order) and CD ROM (images provided on CD ROM). Answer: The Clerk and Board only receive CD ROM. 8. Please clarify ACH Exception Processing? Answer: Charge for files that reject due to problems such as invalid cash totals, phone in errors, and duplicate files. 9. In the column heading it indicates the volume is annual. Yet the volumes are similar to the monthly analysis statements. Please confirm if the volume is annual or monthly. Answer: The volume is monthly based on 12 month average.

6 Lockbox Services 10. Is the County currently utilizing a local lockbox? Answer: No, both Lockbox addresses are in Orlando. 11. Would the County be interested in exploring an image lockbox solution? Answer: The Board receives image files monthly with access to images and batches daily for both Utility and Ambulance lockboxes. 12. Is the County s remittance coupon scannable? Answer: Yes. Page 18: They reference making deposits at local banks. Did they provide a location listing for a proximity study? If not we will need one. Answer: Currently, the following locations make deposits directly. HQ - Ocala Library: 2720 E Silver, Springs Blvd, Ocala FL 34470, Belleview Public Library: SE Hwy 484, Belleview FL 34420, and Dunnellon Public Library: Robinson Rd, Dunnellon FL Page 22: Vault Services What is meant by automated vault services? Answer: A means to request change orders or unscheduled deposit pickups by use of automated phone service or internet. Page 29: Cash Vault Services What is the definition of "Cash Vault Monthly Maint 2-9 locations? Answer: The charge is for processing cash deposits from multiple locations. The standard is one location but there is a charge for anything above the one. Page 30: Cash Vault Services Cash deposit related fees are currently billed via Cash Vault Full Straps, Half Straps and Loose Bills. Please provide the actual dollar amount of cash deposited since that is the methodology in which we charge for this service. Answer: This is an example of average monthly cash deposits based on December 2011 thru February 2012, $641, Page 33 - Data Transmission - They are requesting information on "capture and transmission of remittance detail, such as account or invoice number and other data for automated posting." I do not see any volumes for keystrokes, which we would need to report invoice numbers, etc., if there is not a scannable document. Clarification of what we are processing, scannable coupon/document or if they need keystrokes will be needed to provide accurate pricing. Answer: The lockbox for Ambulance currently scans batches (payment and remittance) then makes deposit and provides access to batches. Lockbox for Utility does the same and also keys data, (account number(5 digit) and amounts. There are approximately fifteen thousand customer payments monthly. Page 34 - Electronic Remittance from 3rd Party Vendors - What is needed by the bank, here? Are these ACH transactions? Who is the 3 rd party vendor? Answer: Regions and Checkfree work as third party collectors of Utility payments then provide payment and account information directly to our lockbox for Utility customers. 1) Would it be possible to receive pages 5-33 of the account analysis statement? Answer: See file Analysis ) March bank statements (a total of 15) match the account analysis statement for volume in account maintenance (page1). However, on the bank statement, these accounts have descriptions of premium checking + interest, commercial checking, business checking. Please confirm that all accounts reflected in the banking statements are on account analysis. Answer: They are all included in the account analysis. 3) Please identify each account and its purpose in the banking structure. i.e. Multiple disbursement accounts, please explain. Answer: See file: Marion County Bank Account Chart. 4) The balances in Clerk/Board checking accounts are estimated to be at $20,000,000. Will there be fluctuations in the account balances? If so, please indicate the historical balance fluctuations and expectations for the future. Answer: Account balances have been maintained historically high primarily to offset expense thru earnings credits. The monthly balances range from 17.8 to 26.9 million for periods Jan 11 - Feb 12. 5) Page 2 account analysis statement cash vault services. Is there a dollar equivalent that can be assigned to the loose bill total of 22,721? Answer: The three month average cash deposited from Dec 2011 thru Feb 2012 was $641,

7 6) Account analysis statement- ACH services Page 2 Please describe what comprises the 6,403 in debits originated and 4,118 in credits originated. i.e. direct deposit of payroll, vendor payments, etc.? Answer: Debits- Payments to the State of Florida as well as payroll direct deposit and payroll taxes. Credits-Utility billing and some small dollar amounts originated for official records payments. 7) Please describe or provide a sample of the addenda originated under ACH services page 3 of the account analysis statement. Answer: This would be an ACH payments created by the Clerk or Board. 8) Account analysis page 3 Please provide a sample of your EDI report. Answer: See file: EDI. 9) Account analysis page 4 Please provide samples of the ACH-EDI report, CAR report and CPR report. Answer: See file: CAR and EDI. For CPR, we only have bank statements. 10) Describe the Clerk s vision on how digital deposit would be incorporated into the banking relationship. Scanners are priced per scanner and can be programmed to make deposits into multiple accounts. How many scanners do you think would be required? Answer: There is a cost benefit analysis to consider and each location will vary in transaction number and volume. The number of machines would be based on benefit to the individual location. Implementation may include a test location and expand from there. 11) Please describe how the Clerk/Board is currently making bank deposits. i.e. digital deposit, courier service or delivery to branch by Clerk/Board employee or a combination of all. Answer: Loomis delivers Clerk and Board deposits to Cash Center. Some small deposits are made directly by Library locations. 12) Lockbox services Please explain what part of the Clerk/Board relationship is utilizing this service. Please provide a sample of the invoice used in processing lockbox items. Answer: Ambulance and Utility billing. 13) The Clerk/Board is asking for their banking partner to provide deposit slips at no charge, please indicate the annual volume of deposit tickets used. Answer: See page one. 14) Does the Clerk/Board order check stock from the Bank or an outside vendor? Answer: Vendor. 15) Please provide the percentage of employees who utilize direct deposit of payroll. Answer: Clerk 98%, Board 95%.