05. 2324-01 ITN TR Addendum 1.pdf

2324-01 ITN TR Treasury Concentration Account Financial Services

Addendum No. 1

QUESTIONS AND ANSWERS AND MODIFICATIONS

2324-01 ITN TR

Treasury Concentration Account Financial Services

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

This Addendum consists of the following sections:

A. Questions and Answers

B. Modifications to the ITN

-REMAINDER OF PAGE INTENTIONALLY LEFT BLANK-

A. Questions and Answers: Below are the questions and answers related to this solicitation. In the table below, the Department of

Financial Services (Department or DFS) has answered each of the one hundred and eighty (180) written questions submitted by potential respondents.

QUESTION

NO.

ATTACHMENT

IDENTIFIER

SECTION

NUMBER

SUB-

SECTION

REFERENCE

ITEM

REFERENCE

PAGE

NUMBER

QUESTION ANSWER

1 Attachment 3 N/A N/A Cost/Price N/A Please provide a full account analysis statement that shows the breakdown of the service volumes by subaccount.

Please see State of Florida Concentration

Account Analysis Dec 24, included as Exhibit

1 to this Addendum.

2 Attachment 2 6 Depository

Service

Requirements

Branch

Financial

Services

5 of 17 What is the current process if there is no local branch near the

State agency office?

The state agency office sends their deposits by mail or courier to another location that will make the deposits on their behalf, or the state agency requests approval from Treasury to open a clearing account at a local bank.

3 Attachment 2 6 Depository

Service

Requirements

Branch

Financial

Services

5 of 17 What agencies are currently using a traditional lockbox?

Where are the lockbox(s) located?

Are all operated by the current bank? If no, who is the 3rd party provider(s)? Please provide the volume by location?

The Department of Management Services is currently using five traditional/ virtual lockboxes. The traditional lockboxes are located in Atlanta, Georgia. All are operated by the current bank. The average volumes by location are as follows:

Bureau of Financial Management Services 23;

Telecommunications (SunCom/Divtel) 643;

MFMP 528;

Real Estate and Development Management

49;

E-911 367.

4 Attachment 2 6 Depository

Service

Requirements

Branch

Financial

Services

5 of 17 Which State agencies are using Image Cash

Letter? What software is used to create the

ICL files? Are any of the files transmitted by a 3rd party? If so, who is the 3rd party?

The Department of Revenue, Department of

Highway Safety & Motor Vehicles, Department of Business & Professional

Regulation, Department of Children &

Families, and the Agency for Healthcare

Administration use Image Cash Letter. The

Department of Revenue also processes Image

Cash Letter deposits for the following agencies: Department of Education, Florida

Commerce, and the Department of Law

Enforcement. The software being utilized to create the files is: Fairfax Quick Modules, Core FTP LE, RemitPlus, and DocDNA. Yes, some files are transmitted by third parties, which currently are PCG (Public Consulting

Group) and Exela.

5 Attachment 2 6 Depository

Service

Requirements

Credit Card

Receipts

7 of 17 Who is the 3rd party provider for the credit card transaction files?

Is the file in a standard format? Are all sub-accounts listed individually on the file?

The 3rd party provider is NIC Services, LLC, a subsidiary of Tyler Technologies. The file is in a standard format. All subaccounts are listed individually on the file.

6 Attachment 2 6 Depository

Service

Requirements

Coin &

Currency services

Do any State agencies use an armored carrier to deposit checks, coin or currency? If so, which location(s)?

Please provide the agency's by courier and location.

Yes. The Department of Highway Safety &

Motor Vehicles uses Gloval for pick-up from the following locations: Lauderdale Lakes (2 offices), Pembroke Pines, Lauderhill, Deerfield Beach, Margate, Miami (7 offices), Hialeah Gardens, and Florida City. The

Department of Health uses Brinks, Gloval, and Mid Florida Armored & ATM Services for pick up from the following locations: Fort

Lauderdale, Miami, Tampa, and Jacksonville

(4 offices). These contracts are independent to the Department’s current concentration account contract. The Department of State uses Brinks for pick-up from Tallahassee.

This service is provided through the current concentration account contract.

7 Attachment 2 8 Implementati on Plan

A. 4 11 of 17 Please provide a list of high volume and standard volume locations.

Please see attached High Volume & Standard

Volume Locations - Supplies for FY 23/24, included as Exhibit 2 to this Addendum.

8 Attachement 2 6 9 of 17 How many agencies order deposit slips in duplicates?

Triplicates?

34 agencies order deposit slips and of the deposit slips ordered, 88% are triplicate and

11% are duplicate.

9 Attachment 2 6 ACH

Origination

D.1 7 of 17 How does the State and it's agencies originate ACH files to the bank?

ACH files for e-Payments transactions are created by the e-Payments vendor in NACHA format and transmitted to the bank for processing. Treasury directly originates one file per month for the CD Program.

10 Attachment 3 N/A N/A N/A N/A Can you please explain what "ACH

Return Administration

- Electronic" is? How does it differ from

"ACH Return Item -

Electronic"?

“ACH Return Administration – Electronic” is a per item charge for the reporting advice of

ACH administrative return items. “ACH

Return Item – Electronic” is a per item charge for the reporting advice of ACH return items transmissions.

11 Attachment 3 N/A N/A N/A N/A What is "Lockbox

Transmission Base" and what information is being transmitted from the Lockbox to the State?

Lockbox Transmission Base is a lockbox monthly charge for transmission of accounts receivable information.

12 Attachment 2 6 Depository

Service

Requirements

Check/ACH/

Credit Card

Returns

5 of 17 It is mentioned that there is an indexed image file that is needed, can you specify the format you are looking for?

The images are currently PNG format in a ZIP file referenced in the XML deposit details.

13 Attachment 2 6 Depository

Service

Requirements

Image Cash

Letter

9 of 17 What percentage of the items will be sent after 7pm?

Less than 1% of items will be sent after 7:00 p.m.

14 Attachment 2 N/A N/A N/A N/A What information is contained in the e-statement that is provided?

The e-statement is an online version of the

Account Analysis. Please see State of Florida

Concentration Account Analysis Dec 24, included as Exhibit 1 to this Addendum.

15 Attachment 2 N/A N/A N/A N/A What percentage of

Lockbox

Correspondence or

Rejects is actual correspondence vs the rejects?

5% are actual correspondence, less than 1% are rejects.

16 Attachment 2 N/A N/A N/A N/A Please clarify if the lockbox standard check processed is the total number of payments processed through lockbox?

Yes, the lockbox standard check processed is the total number of payments processed through lockbox.

17 Attachment 2 N/A N/A N/A N/A How many lockboxes require manual keying?

All five (5) lockboxes require manual keying.

18 Attachment 2 N/A N/A N/A N/A Please clarify what are the return item special instructions you have in place today.

Checks that have been deposited and returned for insufficient funds shall be sent through the financial system one additional time.

19 Attachment 2 6 Depository

Requirements

Lockbox 8 of 17 Are all lockboxes wholesale lockboxes?

Are any retail/scannable? If different type of boxes please provide volumes for wholesale boxes vs scannable and # of boxes that are wholesale.

Yes, all lockboxes are wholesale. None are retail/scannable.

20 Attachment 2 6 Depository

Service

Requirements

Lockbox 8 of 17 Please provide sample remittance documents for all lockboxes

Please see the DMS Lockbox Remittance

Samples included as Exhibit 3 to this

Addendum. Actual check and envelope images are not included in the samples for confidentiality reasons.

21 Attachment 2 6 Depository

Service

Requirements

Lockbox 8 of 17 Do all lockboxes require a daily transmission? If not, what is the frequency?

All lockboxes require a daily transmission.

22 Attachment 2 6 Depository

Service

Requirements

Lockbox 8 of 17 Do any of the lockboxes have seasonal volume? If so, when are the peak times and on which boxes.

The lockboxes do not have seasonal volume but do have higher volumes at the beginning of the month and the middle of the month due to how they are billed. For the E911 lockbox, the peak time is the 20th of the month. For the

Telecommunications lockbox, the peak time is the 1st of the month.

23 Attachment 2 6 Depository

Service

Requirements

Lockbox 8 of 17 Do you currently use a web exception decisioning tool? If so, what exception criteria identifies items for web exception queue?

Yes. The exceptions that have been provided as examples are unclear images, no date on check, no signature on check, MICR line cannot be verified, background of the check is too busy, or the borders of the check are too dark.

24 Attachment 2 6 Depository

Requirements

Lockbox 8 of 17 What percentage of items that require the state department to review them prior to deposit and posting?

Not applicable for virtual lockbox.

25 Attachment 2 6 Depository

Service

Requirements

Lockbox 8 of 17 Please describe any special handling requirements by lockbox (e.g.

balancing, specific threshold review, remitter review) that you have.

Please see the DMS Lockbox Specifications included as Exhibit 4 to this Addendum.

26 Attachment 2 6 Depository

Service

Requirements

Lockbox 8 of 17 How does your current process handle non-clean work for each payment type?

Please see the DMS Lockbox Specifications included as Exhibit 4 to this Addendum.

27 Attachment 2 6 Depository

Service

Requirements

Lockbox 8 of 17 Do any of the boxes require the use of a stop/go or lookup file to validate remitter/payment information?

No.

28 Attachment 2 6 Depository

Service

Requirements

Lockbox 8 of 17 Can you provide the current processing instructions at your current institution for each box?

Please see the DMS Lockbox Specifications included as Exhibit 4 to this Addendum.

29 Attachment 3 N/A N/A Cost Price N/A Deposit Check

Foreign - what currencies, outside of

CAD, are deposited?

What is the current process to deposit these checks?

Each foreign item must be placed on a separate deposit slip and delivered to a branch or mailed to an address at the bank for foreign deposits.

30 Attachment 2 6 Depository

Service

Requirements

Branch

Financial

Services

5 of 17 What is your current

ECR? Is it based on an index? If so, how is it calculated? Is there a floor? If so, what is the floor rate?

The current ECR is the ninety (90) day

Treasury bill plus 8.5 basis points on excess collected balances with a floor of 40 basis points.

31 Exhibit 1 N/A N/A State of

Florida

Agency

Location List

N/A Of the 172 agencies listed, how many have multiple subaccounts?

How many subaccounts do they have?

There are a total of 34 state agencies, 21 of which have multiple subaccounts. The 172 cities listed on the State of Florida Agency

Location list represent the Florida cities where state agencies have offices (state agencies can have offices in multiple Florida cities). Below is the list of state agencies that have multiple subaccounts, and the count for each.

Justice Administrative Commission: 24

Office of the State Courts Administrator: 8

Executive Office of the Governor: 2

Department of Environmental Protection: 117

Florida Commerce: 4

Florida Gaming Control Commission: 35

Department of Agriculture & Consumer

Services: 49

Department of Financial Services: 17

Department of State: 3

Department of Education: 7

Department of Veterans’ Affairs: 10

Department of Children & Families: 7

Department of Health: 94

Agency for Persons with Disabilities: 3

Agency for Healthcare Administration: 14

Department of Law Enforcement: 2

Department of Management Services: 3

Department of Revenue: 3

Department of Highway Safety & Motor

Vehicles: 96

Fish & Wildlife Conservation Commission: 8

Department of Business & Professional

Regulation: 19

32 State of Florida

ITN 01.2324-01

- due March 12, Section 1.

Introducti on

1.2 Background /

Piggybacking

3 of 19 Is the Department willing to revise to provide that making availability of the services and pricing to any other requesting

FL participating state agencies, subdivisions or branches shall only be upon the approval and mutual agreement of the Bank, and subject to all standard requirements for new clients, including credit worthiness and volumes as well as

Know Your Client

(KYC) and other setup?

The Department is statutorily required, per

Chapter 17.57 (6), F.S., to provide this service to all state agencies.

33 State of Florida

ITN 01.2324-01

- due March 12, Section 1.

Introducti on

1.5 Term /

Renewals

4 of 19 Is the Department willing to provide that all renewals or extensions of the contract shall be subject to the approval and mutual agreement of the Bank, including terms as to be mutually agreed between the parties applicable for any

All renewals and extensions to the contract will be mutually agreed upon.

such renewed or extended term?

34 State of Florida

ITN 01.2324-01

- due March 12, Section 2.

ITN

Process

2.2 Timeline 6 of 19 Given the magnitude

and complexity of questions we anticipate will be received, will the

Department consider adding a second Q&A period with an extension to the timeline as well?

Would a 30 day extension be considered as well as adding the second

Q&A period?

There will not be an extension to this Q&A period or a second Q&A period.

35 State of Florida

ITN 01.2324-01

- due March 12, Section 4.

Selection

Methodol ogy

4.5 Negotiations 15 of 19 What is the designated

time period the

Department has allotted for engaging in post-submission negotiations? Is there a minimum or maximum period of time that will be provided for negotiations between the parties?

The Department has not designated minimum or maximum time periods for negotiations.

36 Appendix A

Standard

Contract

Standard

Contract

Is "Appendix A" a sample contract or is it considered the actual contract to be used for this contract award?

Appendix A is the Department’s Standard

Contract, which will be open to negotiation during the negotiation portion of this procurement.

37 Appendix A

Standard

Contract

Contract

Signature

Page

6 Order of

Precedence

1 of 2 Will the Department accept incorporation and integration of the

Bank’s standard service agreement and operational documentation?

Any proposed changes to Appendix A, Standard Contract, will be addressed during the negotiations phase of this procurement, as applicable.

Per the ITN document, the Respondent is encouraged to submit a description of any exceptions it has to the terms in the attachments that comprise Appendix A, Standard Contract, as Volume 4 to its

Response.

38 Appendix A

Contract

Contract

Signature

Page

6 Order of

Precedence

1 of 2 If yes, will the

Department provide for the Bank’s standard agreement terms to sit in priority

no. 3 position, in higher precedence above both

Attachment 1 and

Attachment 4?

Please see the answer to question 37.

39 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

3 Amendments 1 of 10 Will the Department agree to allow for the

Bank to also unilaterally issue updates or amendments to service operational terms which would not be subject to mutual written agreement?

All Contract amendments will be mutually agreed to, in writing, by both parties prior to execution.

40 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

3 Amendments 1 of 10 With respect to the

Department’s issuance of amendment or changes altering contract specifications, or equitable adjustments in price or deliverables, is the

Department willing to provide that the Bank must agree to all such changes and to have full sole discretion to make its decision regardless of any reasonableness standards?

Please see Modification 2, in Section B of this

Addendum. Contract amendments will be agreed to by both parties prior to execution.

41 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

8 Acceptance of

Deliverables

2 of 10 Can you please explain how the process of acceptance/rejection of deliverables would be expected to occur and be enacted in the context of the treasury service(s) provided?

The Department will review account analyses/invoices monthly and any other service issues as they arise, which will determine acceptance or rejection of deliverables.

42 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

10 Dispute

Resolution

2 of 10 Are the provisions under this section the exclusive and sole remedies available to the Bank?

Section 10. Dispute Resolution, of Attachment

1, Special Contract Conditions speaks to dispute resolution. Final contract terms will be negotiated between parties during the negotiation period.

43 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

10 Dispute

Resolution

2 of 10 Does the process provided prohibit or bar the Bank from also initiating or undertaking any legal action to which we may otherwise be

Please see section 10. Dispute Resolution, of

Attachment 1, Special Contract Conditions.

entitled, in court of competent jurisdiction, either in advance or in parallel with the resolution procedures and decisions?

44 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

10 Dispute

Resolution

2 of 10 Is the Department willing to revise to provide for Arbitration to resolve any disputes?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, Standard Contract, as Volume 4 to its

Response.

45 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

14 Termination 5 of 10 The contract does not provide for any termination rights for the Bank; is the

Department willing to provide the Bank corresponding rights to terminate any or all services or the

Contract for: (i) convenience, upon 30 days prior written notice; and (ii) for default/causes (to be negotiated), effective immediately or on shortened time period?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 46 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

15 Notice of

Default

5 of 10 The contract does not provide for any termination rights for the Bank; is the

Department willing to provide the Bank corresponding rights to terminate any or all services or the

Contract for default/causes, effective immediately or on shortened time period?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 47 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

16 Events of

Default

5 of 10 The contract does not provide for any termination rights for the Bank; is the

Department willing to provide mutual and appropriate reciprocal rights to the Bank to terminate for various causes or events, effective immediately or on shortened time period?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 48 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

17 Indemnificati on

6 of 10 Is it the Department’s intent that the Bank alone shall be liable for any/all legal claims or damages asserted by third parties based on or related to the services?

Attachment 4 PUR1000, (5)(d) speaks to the

Contractor’s responsibilities regarding its subcontractors. Final contract terms will be finalized between parties during the negotiation period.

49 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

17 Indemnificati on

6 of 10 Is the Department willing to provide for mutual non-indemnification, where neither party indemnifies the other for any legal claims or damages brought by third parties?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 50 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

17 Indemnificati on

6 of 10 Is the Department willing to provide for select limitations on the Bank’s liability under the contract, including expressly excluding Bank’s liability for consequential and punitive damages?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 51 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

17 Indemnificati on

6 of 10 Is the Department willing to indemnify and accept liability for legal claims or damages asserted by third parties which are based on or related to the services, other than where such claim is due to or based on the asserted negligence or willful misconduct of the Bank?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 52 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

17 Indemnificati on

6 of 10 Is the Department willing to indemnify and waive its asserted sovereign immunity with respect to the forward-indemnities and processing requirements for transactions which may be provided by the relevant applicable banking or payment system rules? (E.g., NACHA Rules for

ACH)

Please refer to section 17, Indemnification, of

Attachment 1, Special Contract Conditions, and section 768.28, Florida Statutes.

53 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

17 Indemnificati on

6 of 10 Can the Department outline details of its asserted sovereign immunity or otherwise direct us to relevant

Florida statute or regulation which outlines such sovereign immunity?

Please refer to section 17, Indemnification, of

Attachment 1, Special Contract Conditions, and section 768.28, Florida Statutes.

54 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

17 Indemnificati on

6 of 10 What is the

Department’s expectation for how losses for third party fraud should be handled, how is the risk of loss for fraud to be allocated or apportioned between the parties?

Please see section 5.h., Risk of Loss, and section 5.n., Force Majeure, Notice of Delay, and No Damages for Delay, in Attachment 4, PUR 1000.

55 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

18 Record

Retention

6 of 10 Is the Department willing to revise this section to align to the

Bank’s standard requirements with respect to document and record retention period, which are aligned to Federal requirements?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 56 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

23 Compliance with Federal, State, and

Local Laws /

Governing

Law

7 of 10 Is the Department willing to revise to expressly account for and agree to any supervening Federal laws applicable to financial services and transactions? (E.g., OCC regulations)

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 57 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

25 Data 8 of 10 This section appears to limit the Bank to on-shore domestic U.S.

resources and facilities only. Is the

Department willing to revise this section to provide and permit the

Bank to utilize off-shore non-domestic resources and facilities outside the U.S., including for data storage or transmission?

Rule 60GG-4.002(6), F.A.C., states “The state agency will ensure that contracts reflect the restriction on the geographic location of data to the continental United States unless approved in writing by the agency head or designee. Remote access to data, other than open data, from outside the continental United

States is prohibited unless approved in writing by the agency head or designee.”

58 Appendix A

Contract

Attachme nt I -

Special

Contract

Condition s

26 Subcontractin g

9 of 10 Does this prior consent and restriction on subcontracting apply to all Bank’s vendors, including those general vendors utilized in services for all clients and not contracted specifically for the Department’s servicing or contract with the Department?

No. Please see Attachment 4 PUR1000, Section 5(d)(i).

59 Appendix A

Standard

Contract

Attachme nt I -

Special

Contract

Condition s

29 Exit

Transition

Services

9 of 10 Is the Department willing to remove this section, or otherwise revise this section to provide that any extension of services after expiration or termination shall be upon the approval and mutual agreement of the Bank?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 60 Appendix A

Contract

Attachme nt II -

Statement of Work

3.A Account

Operations

2 of 17 Who is the

Department's ePayment Vendor?

The Department’s ePayment vendor is NIC

Services, LLC, a subsidiary of Tyler

Technologies

61 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

3.D Account

Operations

3 of 17 Please explain how the

Department is currently receiving information for the current day by 7 a.m.

Your request states that all ACH and Wire

Transfer activity that

The Department accesses Intraday Reporting starting at 7:00 am and continues this access throughout the day. The Department is aware that not all current day transactions will be known at 7:00 am.

is settling on the current day must be provided by 7 a.m. It is impossible to know what incoming ACH or Wires will occur since these actions are not controlled by the bank.

62 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

3.E Account

Operations

3 of 17 When did your current financial provider finish their integration with Florida PALM?

The current financial services provider completed integration with Florida PALM on

July 6, 2021.

63 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

3.E Account

Operations

3 of 17 Is the Department currently receiving information daily activity detail reports by 6 a.m.?

Yes.

64 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

3.E Account

Operations

3 of 17 Is the BAI2 reporting file requested for all accounts, including the

600 sub accounts?

Yes.

65 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

3.G.2 Account

Operations

3 of 17 Please provide

Attachment X.

Please see modifications 4 & 5 in Section B of this Addendum.

66 Appendix A

Contract

Attachme nt II -

Statement of Work

3.G.4 Account

Operations

3 of 17 What is the

Department's current overdraft limit?

The Department’s current overdraft limit is

$ 1 million.

67 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

4.B Online

Financial

System

Services

4 of 17 Does the Department currently receive notice before maintenance on the online financial system? If so, how is the notice provided?

Yes, a notification message is posted on the bank’s portal and able to be viewed once securely signed in.

68 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.A Branch

Financial

Services

5 of 17 How many agencies use ATMs for deposit?

No agencies use ATMs for deposit..

69 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.A Branch

Financial

Services

5 of 17 Is the Department currently getting ATM deposit reports and over the counter credit blocks?

The Department is not currently getting ATM deposit reports, as this service is not being utilized. The Department is currently utilizing over the counter credit blocks.

70 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.B Foreign Item

Deposits

5 of 17 Is the Department currently receiving provisional credit for face value today?

Yes.

71 Appendix A

Contract

Attachme nt II -

Statement of Work

6.C Check/ACH/

Credit Card

Returns

5 of 17 Is the Department currently receiving return daily file transmission by 6 a.m.?

Yes.

72 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.C.1.g ACH Returns 6 of 17 Please clarify ACH

Dishonors.

An ACH Dishonor is a previously returned

ACH payment that is returned again due to a specific error.

73 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.C.1.h Credit Card

Chargebacks

7 of 17 Is the Department currently receiving credit card chargeback file transmission by 6 a.m.?

Yes.

74 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 Does the Department require lockbox to perform any special payment sorts or other special processing instructions? Can the

Department provide the current lockbox processing instructions?

No, as virtual lockbox is the service being utilized. Please see the DMS Lockbox

Specifications included as Exhibit 4 to this

Addendum.

75 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 What file format does the Department require for lockbox?

All lockboxes receive files based on a BAI 2 file format. Please see Lockbox File

Specifications – BAI included as Exhibit 5 to this Addendum.

76 Appendix A

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 Please provide sample copies of the

Department or Agency lockbox remittance document (i.e., documents accompanying lockbox payment checks).

Please see the DMS Lockbox Remittance

Samples included as Exhibit 3 to this

Addendum. Actual check and envelope images are not included in the samples for confidentiality reasons.

77 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 Is lockbox required to process credit card payments (i.e., Customer provides credit card information instead of a paper check)?

No.

78 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 Is the lockbox required to be held within the

State of Florida?

No.

79 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 Are the lockboxes used to process consumer electronic online banking bill payments? If no, please provide a description of your lockbox service.

No. Virtual lockbox is the service being utilized, which is a secure online platform that allows the state agency to scan remittances remotely, eliminating trips to the bank.

80 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 Do you provide remitters with an OCR scannable payment coupon to be used by your customers to remit payments to lockbox? If yes, how many of the annual

No.

lockbox volume of payment checks are received accompanied by an OCR scannable coupon?

81 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 Do you have any seasonal volume spikes with any of the lockboxes?

See the answer to Question 22, above.

82 Appendix A

Standard

Contract

Attachme nt II -

Statement of Work

6.H Lockbox

Services

8 of 17 Does the Department require lockbox to return any original payment documents including envelopes. If yes, what is your daily receipt deadline time?

No. The deposit cutoff time is 5:00 p.m.

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6.H Lockbox

Services

8 of 17 Does the Department require all lockbox payments to be processed same day as mail is received? If yes, what is your daily deadline time for receipt of your lockbox payment file used to update your

Accounts Receivable

System?

Yes. The transmission delivery time of the daily file is 7:00 p.m.

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6.H Lockbox

Services

8 of 17 Please share your file specifications (data elements and file format) requirements for the daily payment file sent to the

Department by lockbox used to update your Accounts

Receivable System.

All lockboxes receive files based on a BAI 2 file format. Please see Lockbox File

Specifications – BAI included as Exhibit 5 to this Addendum.

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6.H Lockbox

Services

8 of 17 Please provide the current lockbox data entry keystroke volume, if required.

Keystroke volume represents the data elements required by the Department or

Agencies, which is manually inputted

(keyed) by lockbox for each payment.

1,613,412 annually.

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6.H Lockbox

Services

8 of 17 If the Department does not have keystroke volume, please provide required lockbox payment data elements for non-OCR scannable payments.

Example: customer account number: 11

Alphanumeric characters, remitter name: 30

Alphanumeric characters, etc.

Please see the DMS Lockbox Specifications included as Exhibit 4 to this Addendum.

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6.H Lockbox

Services

8 of 17 Does the Department's lockboxes process healthcare service relative payments require HIPPA compliance?

No.

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6.K Coin and

Currency

Services

9 of 17 Please provide a list of all the agency locations and their addresses.

Please see State Agency Locations and

Addresses which is included as Exhibit 6 to this Addendum.

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6.K Coin and

Currency

Services

9 of 17 Is the Department looking for the contractor to provide armored courier or managed transportation Service?

If so, please respond to the following questions:

The services requested in Section 6.K are related to state agencies exchanging coin and currency at a branch location. Armored

Courier services are not contemplated as part of this section and will not be evaluated as such. Vendors may submit information as part of their response to Section 12, Additional Services.

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6.K Coin and

Currency

Services

9 of 17 1. Commodity Type:

Cash, Check, Coin, and Negotiable (Ex:

Warrants)?

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 2. Description of requested Services:

Change Order

Delivery, Deposit Pick up, other (if other, please provide a brief description)?

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 3. Please describe any non-standard Armored

Courier processing or

Product exceptions outside of normal banking processes.

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 4. Does the

Department currently use an armored carrier? If yes:

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 5. Provide the name of the existing carrier(s)?

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 6. Indicate whether the contract is between the

Bank and the Supplier or the Department and the Supplier? Please provide a copy of the contract.

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 7. Does the

Department have the ability to reconstruct their checks in the event of a loss?

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6.K Coin and

Currency

Services

9 of 17 8. Does the

Department require special equipment from a cash vault or transportation perspective?

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 9. Will the armored carrier be required to open a safe or access a restricted site? If so, please provide the process the armored carrier will be required to follow.

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 10. Which Bank holidays will clients expect to receive transportation services?

New Year's Day

Martin Luther King

Day

President's Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

(N/A)

Christmas (N/A)

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 11. Please provide the following information on each location:

a. Location #:

b. Client Location

Name:

c. Address:

d. City:

e. State:

f. Zip:

g. Location Business

Hours:

h. Change order

Delivery Day and time

(Ex: anytime during business hours, 10 a.m. -12 p.m., etc.)

(Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday):

i. Deposit Delivery

Day (Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday):

j. Delivery Address:

k. Delivery City:

l. Delivery State:

m. Delivery Zip:

n Deposit Delivery

Day:

o. Deposit Delivery

Time:

p. # Checks Deposited

Per Month:

q. Type of Bag Used by the Department:

r. Average Daily

Change Order

Liability (average cash per change odder):

s. Average Daily

Deposit Check

Liability (face value of checks):

t. Average Daily

Deposit Cash Liability

(average cash per pick-up):

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6.K Coin and

Currency

Services

9 of 17 Are the coin and currency service being delivered to a financial center or vault?

N/A. See Answer to Question 89 above.

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6.K Coin and

Currency

Services

9 of 17 If the vault, are you currently exchanging cash for change orders?

N/A. See Answer to Question 89 above.

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6.N Image Cash

Letter

9 of 17 Please describe how the Department uses

Image Cash Letter vs.

lockbox.

Some Agencies have determined that Image

Cash Letter best meets their depository needs while others have determined that Lockbox best meets their needs. Some Agencies utilize both services.

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6.O Deposit Slips, Endorsement

Stamps, Tamper Proof

Deposit Bags

9 of 17 Does the Department's current financial provider offer these supplies at no cost?

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7.A.4 Account

Analysis &

Compensatio n

10 of 17 The Department is requesting a rolling excess earnings credit rate. At what point does the Department settle with the contractor (i.e., Quarterly, Semi-annual, or annual)?

The Department settles with the Contractor monthly.

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7.A.4 Account

Analysis &

Compensatio n

10 of 17 How does the

Department plan to determine late wire transfers or other items not posted timely?

Wire transfers must be completed within the timeframe specified in Section 3.F of the

SOW. In addition, settlement of receipts must be completed within the timeframes specified in Section 6.F and 6.G.

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7.A.4.a Account

Analysis &

Compensatio n

10 of 17 Currently the reserve is set at zero.

However, it is subject to change. Does your current financial provider have the ability to revise the zero-reserve requirement should it change?

The Department’s current provider would have the ability to revise this requirement via

Department approval and contract amendment.

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7.A.4.b Account

Analysis &

Compensatio n

10 of 17 Does the Department's current financial provider comply with an Earnings Credit

Rate of the ninety (90) day Treasury bill plus

8.5 basis points on excess collected balances with a floor of forty (40) basis points?

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7.A.4.b Account

Analysis &

Compensatio n

10 of 17 Does the Department's current financial provider comply with the waiver of Deposit

Assessment (FDIC)?

Yes.

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8.C.6 Implementati on Plan

10 of 17 Please clarify

Wire/ACH confirmation letters.

Wire/ACH confirmation letters are letters on bank letterhead that include the Name of the

Bank Account, Routing Number, and

Subaccount Number. They are signed by a bank officer.

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8.C.7.d Implementati on Plan

10 of 17 Please provide more details as it relates to the treasury CD program.

The Chief Financial Officer is responsible for managing the Certificate of Deposit placement program mandated by section 17.57, Florida

Statutes. The CFO places certificates of deposit in Florida Qualified Public

Depositories in two, three, and/or five-year maturity bid contracts.

Interest payable and principal due to the Chief

Financial Officer is collected on a quarterly basis and maturity date using the Automated

Clearing House.

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8.C.8.a.i-vi Implementati on Plan

11 of 17 As it relates to supplies: is this for per location (172) or 600 agency accounts?

The 172 cities listed on the State of Florida

Agency Location list represent the Florida cities where state agencies have offices (state agencies can have offices in multiple Florida cities). The State of Florida has approximately 600 agency accounts.

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8.C.8.a.i-vi Implementati on Plan

11 of 17 Is the supply volume you provided for 1-year or 5-year period?

The supply volume requested is intended to provide agencies with enough supplies to begin utilizing the contracted services.

Agencies use supplies based on their volume and will place reorders as additional supplies are needed.

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8.C.8.a.i and ii

Implementati on Plan

11 of 17 How many locations are high volume? How many locations are standard volume?

Please see attached High Volume & Standard

Volume Locations - Supplies for FY 23/24, included as Exhibit 2 to this Addendum.

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8.C.8.a.i and ii

Implementati on Plan

11 of 17 What type of deposit slips are you requiring

2 or 3 part and do you want them to be carbonless?

The Department allows agencies to determine and utilize the supplies that best meet their needs, and agencies may request 2- or 3-part carbonless deposit slips.

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8.C.8.a.iii Implementati on Plan

11 of 17 What type of endorsement stamps are you requiring and do you want them to be self-inking?

The Department requires self-inking endorsement stamps with a predetermined endorsement that is consistent across agencies.

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8.C.8.a.iv and v

Implementati on Plan

11 of 17 How many locations are high volume? How many locations are standard volume?

Please see attached High Volume & Standard

Volume Locations - Supplies for FY 23/24, included as Exhibit 2 to this Addendum.

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8.C.8.a.iv and v

Implementati on Plan

11 of 17 What type of tamper proof deposit bags are you requesting? Are these standard over-the-counter single deposit bags? Is there a need for bulk coin deposit bags?

The Department is requesting tamper evident security bags that allows a courier to securely transmit funds to the branch location. The majority of the bags are dual pouch for both cash and checks. Bulk coin deposit bags will also be needed.

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8.C.8.a.iv Implementati on Plan

11 of 17 Please provide specifics on which

TS240 & Panini

Vision X model they are using (50, 75 or

100) and are they ink jet.

The majority of the scanners are model

TS240-100. They are ink jet scanners.

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9.D Change

Management

Support and

Data

Protection

11 of 17 Is the Department willing to accept SOC

Type I or 2 reports or similar in lieu of the

SSAE-18 reports?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, Standard Contract, as Volume 4 to its

Response.

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9.D Change

Management

Support and

Data

Protection

11 of 17 Is the Department willing to revise the time period for notice of security breach or unauthorized transmission or access of State data from

“immediate” to be

“promptly and in accordance with applicable law, rule or regulations” ?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 122 Appendix A

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9.D Change

Management

Support and

Data

Protection

11 of 17 With respect to liability, is the

Department willing to revise the referenced

“fault” of contractor to be “negligence or willful misconduct” of contractor?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 123 Appendix A

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13.A Compensatio n

12 of 17 You indicated invoicing will occur monthly. Does that mean you plan to settle monthly?

Yes, once the invoice/deliverables have been accepted.

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14.A Deliverables 13 of 17 These deliverables and associated performance metrics constitute Service

Level Agreements

(SLAs) which are not ordinary in the treasury services context; accordingly, is the Department willing to delete and remove this Section

14?

No.

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14.A Deliverables 13 of 17 If unwilling to delete and remove this

Section 14, is the

Department willing to delete and remove all associated “Financial

Consequences” penalties for each of the listed deliverables?

No.

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14.A Deliverables 13 of 17 If unwilling to delete and remove this

Section 14, please provide more detail on the expectations and process for tracking and reporting on the

Performance

Standards, will the

Department expect the

Bank to provide reporting on each, and if so in what form and frequency?

The ITN states that deliverables will be reviewed and accepted or rejected as described in Section 14 A of the SOW. The

Department will work with the vendor to receive tracking and reporting of a deliverable if an occurrence takes place. Contract terms will be finalized during the negotiation period.

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14.A Deliverable

No. 3:

Completion of Wire

Transfers

13 of 17 Confirm this is not applicable if the wire must be corrected by the Department or agency before processing can be completed.

Please refer to Section 3.F of the SOW for detailed requirements. The Contractor shall process outgoing wire transfers no later than one (1) hour after receipt of properly completed instructions from the Department.

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14.A Deliverable

No. 4:

Uptime of

Financial

Portal

13 of 17 Confirm this is downtime during normal business days

(Monday - Friday) and normal business hours

(7 a.m. to 5 p.m.

Eastern Time).

Please refer to Section 4.D of Attachment 2, SOW. This requirement applies to all days within the billing cycle.

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14.A Deliverable

No. 5:

Customer

Service

13 of 17 Please provide the guidelines for mission critical incidents.

Please refer to the definition of Mission

Critical in Section 2 of the SOW.

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16.D Remedies 15 of 17 Please clarify the intent and amount of damages. The amount is listed as

$1,00,000.00.

This is a typo. Please see modification 3 in section B of this Addendum.

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16.D Remedies 15 of 17 Liquidated Damages clauses are not ordinary in the treasury services context; accordingly, is the Department willing to delete and remove this Section

16.D Liquidated

Damages?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 132 Appendix A

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16.F Data Security

Requirements

16 of 17 Is the Department willing to remove and replace Attachment 5 with the Bank’s own equivalent differing information security supplement, which represents the Bank’s determined terms of what our systems can support and how they operate?

Any proposed changes to Appendix A, Standard Contract, will be addressed during exceptions it has to the terms in the attachments that comprise Appendix A, 133 Appendix A

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16.G Action Plans and Step-In

Rights

16 of 17 Is the Department willing to remove the

Action Plan and Step

In Rights requirement?

The bank cannot allow the Department staff to assume the roles, responsibilities, or job

Any proposed changes to Appendix A, Standard Contract, will be addressed during duties of the bank or its employee. We will work with the

Department in good faith to create a mutually agreeable

Action Plan. If while executing the Action

Plan the Department is not satisfied, the

Department can rely on its termination rights to exit the contract.

attachments that comprise Appendix A, 134 Appendix A

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Response

Row 16 Subaccount

Maintenance

55 Based upon the sub account volume 6,817 annually this number seems high. Please confirm if this is correct. How many sub accounts are included in your banking relationship?

Correct, 6,817 is the annual volume. At the time the volumes were calculated, 569 subaccounts were included in the

Department’s banking relationship. As of

2/6/25, there were 538 subaccounts.

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Response

Row 32 & 33 Lockbox

Virtual Base/

Lockbox

Virtual Remit

Processed

55 Please describe what services are performed for Lockbox virtual base and remit processed.

The base is a monthly fee per lockbox for virtual lockbox transaction processing. The remit processed is a per item (check) charge for processing virtual lockbox transactions.

that includes front and back image capture.

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Cost/Price

Response

55 Please provide the average number and amount of monthly vault deposits.

The average count of cash vault deposits is

600 per month and the average dollar amount is $1,248,717.83 per month.

137…