City of Prineville 387 NE THIRD STREET PRINEVILLE, OREGON 97754 Phone: (541)447-5627 FAX: (541) 447-5628 Web Site: www.cityofprineville.com January 26, 2015 ADDENDUM # 3 - RFP# 1002-13-14 TITLE: Banking Services Final Questions Received January 23, 2015 10:00 AM: Q. Page 7, Item 17 Lockbox Services: Are you currently using lockbox services? If so can you provide a monthly statement. If not, what volume of utility bills do you expect to receive and what services are needed i.e., accepting and process payments with coupons? We do approx. 1200 payments a month. We would like payments mailed to a post office box collected by your staff, processed by your staff, with a file sent to us daily to upload to our system. We would also like copies of all checks processed to be mailed to us daily. We do not get a monthly statement. Q. Page 7, Item 18 Payroll Services Are you currently using a payroll service provider? What specific features are you looking for? A. We do our payroll processing in house. We are looking to have 2 separate payroll accounts that maintain a zero balance for payroll payments only. We want to be able to upload a payroll template for direct deposit. Q. Page 7, Item 19 On-line banking services, providing the direct payment of utility bills. Are you referring to your current web-based payment option where the utility customer pays their bill through the City website or adding the option of ACH (your customer authorizes the City to directly debit their account monthly)? Or both? A. We only want the option of ACH (our customer authorizes the City to directly debit their account monthly). Q. What is the average monthly balance in the City s Money Market account? A. $100,000. Q. Can you provide more details on Investment Services including trading fees on page 12 and provide statements? A. Currently we do not utilize investment services other than the Local Government Pool.
Q. Can you provide more details on the Return On Investment in the scoring section? A. We would like to know what type of interest we will earn on our checking and money market accounts and we will be scoring accordingly. Q. Even though the Corporate Credit Card piece has been removed per your addendum we would still like to propose on that piece. What is the City s aggregate credit card limit and how many cards do you utilize? A. The highest limit is $10,000 and we have 21 cards utilized. Q. What are the City s current ACH credit and ACH debit limits? A. Certain administration has a 10 million dollar limit for both ACH Credits and Debits. Q. Please clarify the account analysis fee line item on page 12. Is this the total analysis fee or an actual line item on the City s analysis statement? A. Total analysis fee. Q. What is the purpose of the second set of operations and payroll accounts? A. We have separate accounts for our Railroad operations as they have a separate tax ID number. Q. Does Tyler Technologies provide both the billing and accounting software packages? Q. What is the billing cycle and how many bills are sent monthly? A. Our billing cycle ends on the 15 th and the bills go out around the 20 th of the month. We have approx. 3500 utility accounts. Q. How many clients currently pay by ACH (direct debit), card and check (rough percentages)? A. Roughly 1050 check per month, 1590 credit card payments, 275 auto drafts for utility(once a month) and 50 EFT. Q. What data transmissions do you currently receive? A. Comma delimited. Q. Is your ACH file in NACHA format? A. Our ACH for payroll is NACHA format.
Q. Is ACH used for both employee pay and client billing? A. Yes, both. Q. How many Bill-Pays are currently received (are any consolidated)? A. We have approximately 275 accounts a month that are on auto draft. None of them are consolidated. Q. Does your current bill currently have a scanline? Q. Are any lockbox services employed today? Q. Do you utilize any Remote Capture device for checks? A. No. Q. Is there any seasonal fluctuation of employees? Q. Please confirm dollar amounts of payroll disbursements. A. During the peak season roughly $260,000 per month for the City account and the Railroad account stays pretty steady at approximately $11,000. Additional information requested Please provide 3 months of analysis statements or one month if they are consistent from month to month. A. Analysis statements are included as a separate attachment. Please provide 3 months of lockbox statements or one month if they are consistent from month to month. A. We do not get monthly lockbox statements. Could we secure the following statements: Account analysis B. Analysis statements are included as a separate attachment.
Bank statement A. Bank statements are included as a separate attachment. Merchant statement A. Items 8 and 9 on page 6 have been excluded per addendum #1 Questions Regarding Excluded Sections per Addendum #1 Q. Page 6, Items 8 & 9 Merchant Services - Can you provide the following information about your current Merchant Service processing system? It would also help if you were able to provide us with a Merchant Service statement. 1. Please provide the name and version of any processing solution (terminal, POS, gateway, or software (insert merchant name) is utilizing. 2. Are there any enhancements City of Prineville would like to add? 3. Does City of Prineville assess a convenience fee for any transaction? 4. Please provide 3 months of merchant statements for a pricing analysis. 5. Please provide annual volume. 6. Please provide average ticket. 7. Please provide annual number of transactions. 8. Please provide the number of terminals. 9. Who is the current merchant services provider for City of Prineville? 10. Is City of Prineville utilizing pin debit? 11. Is City of Prineville PCI compliant? 12. When does your current contract expire? 13. Does City of Prineville accept E-checks? 14. How many E-checks does City of Prineville accept annually? 15. Does City of Fairview charge a convenience fee for E-checks? 16. Who is City of Prineville s IVR provider? 17. Does City of Prineville charge a convenience fee for IVR transactions? Q. Page 6, Item 10 Corporate bankcard. To better understand the City of Prineville s needs we have the following questions: 1. Annual spend 2. How many card holders today? 3. What kinds of things do they use the card for today? Do they pay any vendors with the card today? 4. How do they handle the monthly reconciliation process? Do the integrate the results into their accounting system? 5. What do they like and dislike about their current program?
Q. Merchant Questions 1. Can you provide at least one processing statement for every outlet that accepts credit card? (If they accept American Express, the statements may be separate.) 2. At each location, what is the method for accepting payment? Example: At the Court House, we accept payments in person only using a terminal Hypercom t4220. Or, Utility payments can be made online using the website. The gateway being used could be Authorize.net and in person, they can swipe through a terminal Hypercom t4220. 3. Do you own or lease the terminal equipment and if you lease, how long are they remaining and what is their monthly payment? If you purchased the terminals, are you aware of the EMV Chip Technology mandate by Oct. 2015? Q. What is the number of anticipated company credit cards and monthly spend? Q. Required Banking Services: Page 6 Items #8-9: In addition to Tyler Technologies for the online utility billing, would the City please provide the name of all other credit card processing companies you are currently using? Q. Would the City please provide the name and version number of the credit card processing software vendors? Q. How many merchant accounts does the City have at this time? Q. What is the City's yearly dollar amount for credit card transactions for Visa, MasterCard, Discover and American Express? Q. What is the average transaction size for each of the credit card payment types accepted? Q. Would the City please describe the mode in which the cards are processed ie, face to face, mail/telephone, website?
Q. Item #10: Does the City currently have a corporate/purchasing card provider? If so, who is your current card provider? Q. If yes; How many departmental/individual cards does the City have? Q. What is the City's current monthly spend/credit line for the program you have today? Q. What is the current average transaction size of your program? Q. Have you had any Large Ticket Volume associated with your current program? If so, can you provide the historic volume in terms of dollars and the average transaction size associated with this volume? Q. What IT software will be used by the City to reconcile the card program? PLEASE ACKNOWLEDGE RECEIPT OF ADDENDUM AND RETURN WITH YOUR BID. FAILURE TO ACKNOWLEDGE YOUR ADDENDUM COULD CONSTITUTE REJECTION OF YOUR BID. VENDOR NAME VENDOR ADDRESS SIGNATURE End of Addendum #3