10-RFP-2602AM Invitation and Proposal Requirements.pdf

REQUEST FOR PROPOSAL

RFP-2602AM

COMPREHENSIVE BANKING SERVICES

Gwinnett County Public Schools (GCPS) Board of Education is soliciting competitive sealed proposals from qualified service providers for Comprehensive Banking Services.

Proposal submissions will be received digitally until November 12, 2025, 10:00AM EST, through Euna Procurement (formerly Bonfire) located at https://gwinnett.bonfirehub.com. A list of firms submitting proposals will be available the following business day on our website.

Questions regarding this RFP must be submitted through the “Message Center” within Euna Procurement (formerly Bonfire) by October 20, 2025, 10:00AM EST. Proposals are legal and binding upon the bidder when submitted.

This solicitation will be awarded to one supplier based on the method that best meets the need of Gwinnett County Public Schools. However, GCPS reserves the right to select an alternate supplier for use, in the event the primary supplier cannot meet the terms of the contract.

Selection criteria is outlined within the RFP document. Gwinnett County Public Schools reserves the right to reject any or all proposals to waive technicalities and to make an award deemed in its best interest.

We look forward to your proposal and appreciate your interest in working with Gwinnett County Public Schools.

Sincerely, Ann-Marie Serafin, Procurement Coordinator ann.marie.serafin@gcpsk12.org https://gwinnett.bonfirehub.com/ mailto:ann.marie.serafin@gcpsk12.org

The Gwinnett County Board of Education, represented by Gwinnett County Public Schools (GCPS) requests competitive sealed proposals for the District’s Comprehensive Banking Services. It is the intent of the District to have a single bank provide all the banking services specified in this proposal. Gwinnett County Public Schools is the largest school district in the State of Georgia.

The District’s current enrollment is approximately 182,000. GCPS has 81 elementary schools, 29 middle schools, 24 high schools and 9 other educational sites for a total of 143 facilities.

GCPS is the largest employer in Gwinnett County employing over 22,000 staff members, including full-time and part-time positions and a pool of substitutes. Approximately 96% of employees are on direct deposit and the District has approximately six payrolls and forty accounts payable runs monthly. Additional information regarding GCPS may be found at www.gwinnett.k12.ga.us.

GENERAL INFORMATION

Communication Individuals, firms, and businesses seeking an award of a Gwinnett County Public Schools contract may not initiate or continue any verbal or written communication regarding this solicitation. Proposal submissions will be received digitally until November 12, 2025, 10:00AM EST, through Euna Procurement (formerly Bonfire) located at https://gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org. A list of submitting firms will be available the following business day on our website. All communications concerning this Proposal must be submitted in writing to the Gwinnett County Public School’s Purchasing Department via Euna Procurement (formerly Bonfire) through the “Message Center”. No response other than written communication by the Purchasing Department will be binding upon Gwinnett County Public Schools. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm, or business may be disqualified from consideration for award. The Purchasing Department, in its discretion, may call upon user departments for clarification in their area of expertise. All questions or commentary must be received in Euna Procurement (formerly Bonfire) through the “Message Center” no later than October 20, 2025, 10:00AM EST to allow for appropriate and timely responses.

Contract Duration The term of this contract is effective July 1, 2026, or upon award, through June 30, 2027. GCPS reserves the right to renew this contract for a maximum of four (4) additional one-year periods for a total potential term length of five (5) years with the approval of the Gwinnett County Board of Education. Renewals will be approved in one-year increments. Pursuant to O.C.G.A. Section 50-5-64, this contract shall not be deemed to create a debt of The Board for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal. The decision to renew a proposal by GCPS will be made based on the supplier’s performance, existing business conditions, and GCPS’ needs at the proposed time of renewal and will also be based on the consent and written confirmation of the successful service provider.

Invoicing

• All invoices should be mailed to Gwinnett County Public Schools, Attention: Sara Howe-Silvers, Budgets Department, 437 Old Peachtree Road, NW, Suwanee, Georgia 30024-2978.

• No invoice will be processed for payment until such a time as all contractual obligations have been met.

• No other charges will be considered for payment that are not listed on Attachment B- Fee Proposal.

• Approved invoice payments will be made by Gwinnett County Public Schools.

• The invoice must have an acceptable degree of legibility to enable scanning for electronic document filing by Gwinnett County Public School’s Accounts Payable.

• GCPS may at their discretion allow for a direct debit of banking fees. At no time will the accounts be charged directly for service charges unless approved in writing by the District.

http://www.gwinnett.k12.ga.us/ http://www.gcpsk12.org/Page/24587

MANDATORY QUALIFICATIONS

Institutions wishing to submit a proposal in response to this RFP must meet the minimum MANDATORY QUALIFICATIONS, per RFP-2602AM Comprehensive Banking Services-MANDATORY QUALIFICATIONS Questionnaire. Proposer must receive all 15 points to move to Phase II to be evaluated. Each Yes answer = 1 point.

The MANDATORY QUALIFICATIONS are listed below for reference but must be answered via the questionnaire.

1) Be a state or federally chartered bank qualified to do business and accept public deposits in the state of Georgia. The bank must also be a member of the Federal Reserve System.

2) Gwinnett County Public Schools reserves the right to change the number, type of accounts or services at any time and GCPS guarantees no minimum or maximum for the accounts including merchant services. Do you agree?

3) Has several locations in Gwinnett County

4) Currently provides a full range of banking services (as requested by GCPS) to other public government organizations of similar size

5) Designated account representative or relationship manager assigned to GCPS. In the event the relationship manager is not available, a backup person is to be designated for customer service.

6) Provide a dedicated customer service group that the local schools and central office may call between the hours of 8 a.m. to 4 p.m. EST. A primary contact should be designated, and in the event, the primary contact is not available a backup person should be assigned.

7) Has a money center and vault operation in the Metro-Atlanta area for receiving cash, check and coin deposits from a major armored car service

8) Internet banking which includes balance/activity reporting, wire transfers and stop payment requests

9) Ability of internet banking, PC/Internet based treasury work station to accommodate up to 200 users

10) Investment/safekeeping/custodial services and online Portfolio reporting.

11) Desktop deposit/check scanning services

12) Merchant bank card services

13) Positive pay for checking accounts

14) Provide collateralization of all deposits not covered by FDIC insurance, in accordance with legal requirements established by the State of Georgia (Ref. Code 45-8-12 through 45-8-13.1, 50-17-

59) and be a member of the Georgia Secure Deposit Program

15) Bank is able to provide daylight overdrafts and overdraft coverage

PROPOSAL FORMAT AND CONTENT

The submitted proposal package should be responsive to the specific requirements specified in this request.

Submission of excessive “boiler plate” information is discouraged. In an effort to ensure our ability to evaluate and choose a successful service provider for this contract, respondents are encouraged to organize their proposal as follows:

• Section 1 Introduction and Executive Summary

• Section 2 Proposal Submission Requirements

• Section 3 Banking Services: Standard Questions/Statements

• Section 4 Banking Services: Other Requirements/Exceptions Questions/Statements

• Attachment B- Fee Proposal Form (Required)

• Attachment C- ECR Calculation Form (Required)

• Attachment E- Merchant Services Fee Proposal Form (Required)

All documentation submitted with the proposal shall be attached under “Proposal Response”. By submitting a proposal, the Proposer certifies it has read and understands this RFP and has full knowledge of the scope, nature, quantity and quality of the work to be performed, the detailed requirements of the services to be provided and the conditions under which the services are to be performed. The full cost of proposal preparation is to be borne by the proposing firm.

Proposals shall include the following:

Section 1: Introduction and Executive Summary

An executive summary should be prepared describing the major facts or features of the proposal, including any conclusions, assumptions, and general recommendations and a Company profile detailing financials, number of employees and number of years in business.

The service provider will provide a brief description of their company and its history and how it relates to this type of professional services requirement. The service provider will provide examples of programs and documentation from at least two (2) previous clients that had a successfully implemented contract within the last three years, as well as a list of past contracts that qualifies them to undertake the District’s Comprehensive Banking Services (if available). The service provider will also provide in detail the capacity of the firm to perform the proposed work along with an agreement to a services level required to conduct the contract.

Attachment A lists the District’s current bank accounts and the current services on the account. The District reserves the right to change the number, type of accounts and services at any time. While your firm’s responses must be consistent with the requirements of the RFP, if you have relevant information on your services or supplemental information, you may include it under “Additional Information” in Euna Procurement (formerly Bonfire).

Section 2: Proposal Submission Requirements

Proposals should provide a concise description of the service provider capabilities to satisfy the requirements of the request.

Proposal submission shall include the following sections:

1. Transmittal Letter A. The Transmittal letter shall include the complete address, phone and fax numbers, and provide at least one representative as the District’s contact for all inquiries or requests. An authorized representative of the firm must sign the letter.

2. Organization and Background

A. Describe in detail the bank’s ability and experience. Discuss any personnel turnover over the past 5 years in the area of government services (including Treasury Management) and discuss any ownership changes in the past 5 years and any pending or proposed changes.

B. The bank must designate one senior staff person who will serve as the District’s designated account representative or relationship manager for purposes of questions and problem resolution throughout the life of the contract, for all accounts and services. In the event the relationship manager is not available, a backup person is to be designated for customer service. The awarded bank must have expertise on its staff to provide a full range of banking services to the District as requested. The District requires that the Primary Relationship manager have at least 5 years of experience working with local governments in the Southeast.

C. The bank must enclose resumes and job descriptions for all key employees (including Treasury Management) designated to serve on this account, and provide answers to the following questions:

1. How many Relationship Managers are in the Government division based in Atlanta?

2. Will any of the primary contacts be located outside the Atlanta metropolitan area? If so, where will they be located and what will their hours of contact be for the district?

3. How does the bank manage vacations? Are the customers routinely notified if primary contacts are going to be out of the office for more than a few days?

4. Are the backup contacts in the Atlanta area? If not, where are they located?

D. Provide an organizational chart that outlines the reporting hierarchy of the bank and a detailed chart that outlines the government banking services division that will be servicing this relationship. Provide a chart that outlines the Treasury Management group that will be assigned to the District.

E. The awarded bank will have a dedicated customer service group that the local schools may call to stop payment on checks or make other inquiries on their accounts. This group shall also provide assistance as required by the central office staff of the District. A primary and secondary contact will be designated in this group. The contacts must be accessible for questions between the hours of 8 a.m. to 4 p.m. EST. Provide a brief resume on the contacts. Identify where this group will be located.

F. Does the bank offer educational sessions for the customers on a yearly basis? Are there live or prerecorded training sessions for the different bank services? Provide a list of the sessions currently available. What training do you provide for the “administrators” on the account?

G. Will the banks treasury department be able to provide technical support for implementation requests at no additional charge?

H. Provide a detailed written narrative outlining the firm's approach and capability to fulfill the services outlined in this RFP. The narrative should include a proposed timeline for the conversion process, with completion no later than July 1, 2026, as well as any other relevant information as it relates to this conversion process (i.e.: costs for supplies, training, and other associated factors).

3. References

A. References must be provided, per Questionnaire, RFP-2602AM Comprehensive Banking Services REFERENCES, in Euna Procurement (formerly Bonfire). The service provider should provide a total of three (3) references from public, government or non-profit organizations of similar size and scope; at least one of which is a current local government customer in Georgia. Ensure all reference contact information is accurate. Failure to verify contact information may result in a significant reduction in your firm’s reference scoring if we are unable to contact the reference firm.

Section 3: Banking Services: Standard Questions/Statements

Provide responses to the questions below, in the same order, under “Banking Services: Standard Question/ Statements” section within your proposal.

A. Wire Transfers

1. Explain the financial institution's policies and procedures for wire transfers. Include the following:

a. What security measures are in place regarding wire transfers?

b. What is the latest time of day outgoing wire transfers can be made?

2. Does your financial institution delay or hold wire transfers if the wire transfer results in an overdraft?

3. Can wire transfers be submitted ahead of transaction date? If so, how far in advance?

4. Does your electronic banking system provide inquiry on status of wire?

5. Does your financial institution offer electronic initiation of ACH by customer as an alternative to wire transfer?

6. Are all wire transfers received by the bank prior to the end of the business day available for investment that day, regardless of the actual time of receipt by the bank?

7. If necessary, will adjustments be made for the lost interest or charges from a “fail” [failed Fed wire transfer] to consummate an investment transaction or bond payment?

B. Electronic Banking

1. Can the financial institution provide balance and transaction detail reporting electronically in the following detail?

a. Ledger, collected and available balances

b. Daily debit/credit totals and detail

c. Float information

d. Pending debit and credit information

e. Transaction detail for the prior day - What time is the information available?

f. Transaction detail for at least seven (7) years (including but not limited to check copies, deposit tickets and copies of deposited checks)

g. Transaction detail for the current/intra day

h. ACH debit and credit detail and totals

i. Incoming/Outgoing wire ACH transfer inquiry

j. Can the transaction details be downloaded to an excel spreadsheet? Can deposit listings be downloaded to excel?

k. Does the banks system allow customization of reporting? If so, explain what is available.

2. Can the following transactions be done electronically?

a. Wire transfers: repetitive, non-repetitive, and future-dated ACH transactions

b. Stop payments

c. Internal account transfers

d. Investment transactions

e. Account transaction inquiries

3. Are the following services offered electronically?

a. Check imaging

b. Deposit items imaging

c. Imaging of other items such as deposit tickets, credit, and debit memos

d. Positive pay

e. Bank Statements, Deposit Adjustment notices and Analysis statements

f. Are there any data items that cannot be reported intra-day electronically? If so, what are they?

g. User tracking information

4. The awarded bank is required to provide, at no cost, a computer software link to the bank’s computer database.

Include what type of training the bank would be able to provide for your online service.

5. Does the bank have a Token device or Password Generating Token that can be utilized for on-line banking user authentication?

6. What has been your down time for your online banking system over the past 12 months? Do you have 24 hour customer service for your online system? Do you have any major upgrades scheduled for the next 12 months? How do you notify your customers of upgrades or outages to the online banking system?

7. Discuss any “smart phone” applications that are available. Are there any planned upgrades to the smart phone application? Can wires be initiated and positive pay exceptions be decisioned through the application? Is the application available to Apple and Android users?

8. Do you have a demonstration site at which the District can preview sample reports available? If so, provide a link to the District. If the bank is not able to provide a demonstration site, provide samples of the following reports:

a. Intraday Reporting

b. Previous Day Reporting

c. ACH Returns/NOC

d. Daily Balances

e. Previous and Current Day Debits

f. Controlled Disbursement Reports

g. Daily ARP Postings

9. Describe any additional services available electronically which could benefit and enhance the operations of the District.

C. Positive Pay/ Stop Payments

1. Is Positive Pay service available? What is the recommended service delivery method? What are the hardware/software requirements? Does the bank provide automatic file receipt acknowledgements? If so, how?

2. What is the banks deadline for transmitting files?

3. What data format is required for the daily file for issued checks?

4. How does the district notify the bank of stop payment checks?

5. What is the bank's policy on check fraud and liability for loss?

6. How long are check images available online?

7. Provide a brief description of each positive pay service that the bank offers along with sample reports.

8. How does the bank manage exception items? Is an image available? Is a daily listing offered? Are there defaults available for each account to return or pay? Explain if the bank would ever override the District’s decision.

9. What is the timeline for reporting exceptions to the District? What is the deadline for the district to make a decision on exceptions? What is the bank’s policy if the bank’s system is down, and the exceptions are not available, and a decision can’t be made online prior to the cutoff time?

10. Briefly explain your financial institution's stop payment procedures. Include time constraints, whether requests can be made electronically and/or via telephone and when written notification is provided.

11. When will a stop payment request take effect and how long will it be in effect? If they are only for a certain time frame, can they automatically be renewed?

D. Investment Safekeeping/Custodial Services Describe the financial institution’s ability to perform safekeeping and custodial services. Include the descriptions of the ability to manage sales, calls, maturities, and collection of income, monitor collateral and process third party payments and account transfers. What type of notification is required for an investment transaction?

1. What is the cutoff time for making same day investment transactions?

2. Is access provided to the District portfolio via your software? If so, what information is available?

The awarded bank will be expected to provide monthly reports, which include portfolio pricing and analysis.

E. Statement and Reporting Frequency

1. Provide a sample monthly account statement.

2. The district requires the following items:

a. The month-end statement cycle will close on the last day of the calendar month.

b. Within five (5) business days after the calendar month the awarded bank will furnish the District a statement reflecting the transactions occurring during the preceding month for all accounts.

c. Provide front and back imaging of checks for local school and central office accounts.

3. Are the statements available online? If yes, how many months are available online? GCPS requires at least 12 months online.

F. Analysis Statement

1. Provide a sample analysis statement. No fees are to be debited from an account without prior written approval of GCPS. The district will consider direct debit after receiving error free statements.

2. Within how many business days from month end will the analysis statement be available? When are the monthly fees due to the bank?

G. Reconciliation Reporting

1. Full reconciliation reports will coincide with the account statement cycle (monthly).

2. Provide the service options offered by your institution:

a. Full Reconciliation Yes No

b. Partial Reconciliation Yes No

3. Provide a sample of your full and partial account reconciliations.

4. Review Attachment D for the District’s requirements.

H. Deposits and Depository Accounts

1. Provide a copy of the financial institution's availability schedule that will be used for the District. Will this be the only schedule used to determine availability during the term of this agreement? If not, explain.

2. What are the daily deadlines for checks deposited to receive availability and collected status according to the availability schedule? What is the availability schedule for electronically converted checks?

3. Does the financial institution support a system whereby individual depositing entities are assigned a dedicated identification number for purposes of performing a deposit reconciliation? GCPS currently utilizes this system for our School Nutrition Accounts.

4. How will the financial institution provide notification of incoming wire transfers and ACH transactions?

5. Reconciliation of deposit- If there is a discrepancy between our deposit ticket and the amount of our deposit included,

a. How will you communicate the difference to us and within what time frame?

b. What is the amount of over/short that generates an adjustment on the banks side?

c. What level of discrepancy will the bank research when requested by the District?

6. GCPS is currently utilizing remote deposit capture using Panini scanners at each school and the central office. Provide a list and costs of scanners that are compatible with the banks remote deposit capture system. Is there a fee associated with equipment use? Add this fee to the bottom of Attachment B- Fee Proposal Form provided. Note: the cost of the scanner is for informational purposes only. The cost of the scanner will not be included in calculating the total monthly fee for the proposal, but other fees associated with remote deposit capture will be included.

7. What is the retention policy for checks converted to ACH?

8. Describe the liability for fraudulent deposit items. Are any services required by the bank to limit the customers liability?

9. Identify the location of the cash vault, check processing center, and any other locations where the District’s deposits will be received and recorded. Are there specific requirements for the type of bags that must be used for deposits?

10. Describe your requirements for depositing the following:

a. Coin

b. Currency

c. Checks

d. Foreign Items

e. Image Replacement Documents

f. Money Orders

g. Cashier’s Checks

11. What are the restrictions on coin deposits and the requirements for processing coins (rolled or not rolled)? Is there an extra cost for a large coin deposit? If so, what is considered a “large” deposit? Include any/all costs on Attachment B- Fee Proposal Form.

12. The District has an armored carrier (Brinks) pick up weekly from each school location, which includes local school and cafeteria deposits. The District reserves the right to change the carrier and frequency of the pickups from the schools. List all acceptable carriers. What is your process for ensuring timely resolution of outstanding items?

13. Provide the financial institution's policies and procedures for processing returned items. Include the following:

a. Can all items returned for insufficient funds be automatically processed a second time? The District is currently using this process.

b. How and when will the District be notified of the amount of returned items? Can the District view returned items online?

c. The District currently uses a third party provider for the SNP returns and requires special instructions for these accounts. Can the bank accommodate this request? What is the cost?

I. Overdraft Policies

1. Explain the banks intra-day and overnight overdraft policies. What would be the limit for the District? The bank may be required to cover an overdraft amount equal to the district’s monthly QBE deposit. The current monthly QBE is approximately $120,000,000.

J. FDIC Fees

1. How are fees associated with compliance with FDIC regulations treated? These fees (if any) need to be included on Attachment B- Fee Proposal Form. The District will not pay any fees not included on Attachment B- Fee Proposal Form.

2. Describe how the financial institution calculates the amount of FDIC fees and when remittance is required.

K. Merchant Services

1. The District currently maintains less than 10 Merchant Accounts for MasterCard, VISA, American Express and Discover. Provide details to include fees and pricing methodology, for merchant services and compliance with the Payment Card Industry Data Security Standards. Refer to Attachment E- Merchant Services Fee Proposal Form.

2. Describe your online reporting capabilities.

3. The District is currently using FD130 terminals. Will these terminals be compatible with your system? Provide pricing for terminals the bank currently offers to their customers.

4. The District reserves the right to cancel for these services at a future date if required.

5. The District currently utilizes MyPaymentsPlus, Facilitron and Success Fund to process School Food Nutrition credit /debit card payments and certain local school payments and will not be utilizing merchant services under this contract.

L. Same Day ACH, Real Time Payments

The District is interested in learning about your banks Same day ACH and Real Time Payment Services.

Provide the following:

• Availability of service

• Banks Experience

• Online initiation and update requirements

• Time frames required

• Customer Support

Section 4: Banking Services: Other Requirements/Exceptions Questions/Statements

Provide responses to the questions below, in the same order, under “Banking Services: Other Requirements/ Exceptions Questions/ Statements” section within your proposal.

A. Other Requirements Explain your banks policy or indicate your concurrence with or exceptions to, the following criteria:

1. Detail your Bank’s policy for cashing payroll checks for employees who do not bank with your institution.

2. The awarded bank will honor petty cash or change fund checks with the name of the custodian as the payee when presented by any District employee with a valid employee ID without any charge to the payee.

3. The District may need to place (non-Bond proceed) funds in short term investments for a variety of reasons.

Briefly describe the types of short-term investment vehicles that you have available that are permissible under Georgia Code. Include any additional costs for this service. These costs will not be included for calculating the monthly fee charge on the Fee Proposal Form.

4. The District shall have scheduled semi-annual meetings with the awarded bank to discuss quality of service and available services, which could benefit cash management of the District. Other meetings will be scheduled as needed.

5. Describe your banks formal recovery plan.

6. How quickly would back-up facilities be available in the event of a disaster?

B. Measurement of Quality of Service Describe how the financial institution measures and evaluates quality of service. If done, what were the results of the most recent evaluation? Describe how the financial institution intends to provide consistently high quality of service to the District and what measures will be taken if level of service falls below most recent evaluations.

C. Other Available Services

Describe any other services that the bank offers that would benefit the District. Also note any new services that are in development that may benefit the district in the future.

D. Exceptions and Alternative Services

Identify any exceptions to the Proposal Documents or proposed alternative services. Any proposal which does not include all the required statements and affirmations called for in this RFP will be automatically rejected as not being responsive.

1. Any exceptions to the contract agreement must be clearly identified in writing and be attached to a copy of the agreement.

2. The District reserves the right to add provisions to the contract to be consistent with the successful

Offeror's Proposal and to negotiate with the successful Offeror other additions to, deletions from, and/or changes in the language in the Contract, provided that no such addition, deletion or change in Contract language would, in the sole discretion of the District affect the evaluation criteria set forth herein, or give the successful Offeror a competitive advantage.

3. If the bank suggests Alternative Services that are materially different from the current services provided, add an additional Fee Proposal Form in addition to the Fee Proposal Form based on the current account set-up.

ATTACHMENTS

Attachment A- List of Current GCPS Bank Accounts (Information Only) Scope of Banking Services: The District anticipates that proposed banking services will be compensated on a fee for service basis. The following is a listing of services the District requires of its financial institution:

• Concentration, Zero balance accounts

• Controlled disbursements

• Demand deposit checking accounts

• Payroll and Expense direct deposit

• Merchant bankcard services

• Investment safekeeping /custodial services

• ACH Services

• Internet banking: balance/activity reporting and stop payment requests

• Ability of internet banking to accommodate up to 200 users

• On-line wire transfers

• Daylight overdrafts/ overdrafts

• Positive pay for checking accounts

• Acceptance of armored car cash and check deposits in Atlanta

• Excellent customer service and response

• Check Scanning Services

Currently the Districts courier service is provided by Brinks to do pick-ups at the school locations one day a week and delivers deposits to the institutions “cash vault” for credit to the District’s account that day. The following is a list of services that the district will require from the bank:

• Loose coin and currency counting

• Change as needed

• Check deposits for checks that cannot be deposited via Check Scanning.

Attachment B- Fee Proposal Form (Required) Complete Attachment B Fee Proposal Form and add any additional service to the bottom of the form. If services are bundled, explain what services are provided in the bundle. The District will not pay for any services that are not included in the RFP. Scoring for cost will be calculated using the formula below:

Monthly Service Charge: The awarded Bank will prepare on a monthly basis a billing for service rendered. The billing should reconcile (using similar terms, formats, etc.) to Attachment B- Fee Proposal in this Request for Proposal. It is the intention of the District that all per item charges remain fixed over the five-year Contract.

Attachment C- ECR Calculation Form (Required) Explain all terms and how the ECR is calculated and if the accounts earn interest and ECR or the accounts are zero interest and ECR. Note how often the ECR will reset and how the District will be notified of changes to the ECR. Note:

The District reserves the right (in the event of rising/declining interest rates) to renegotiate the ECR or interest earned on accounts with the winning proposer at the times of each yearly renewal.

Collateralization: In accordance with legal requirements established by the State of Georgia (Ref. Code 45-8-12 through 45-8-13.1, 50-17-59) the awarded bank will provide collateralization of all deposits not covered by FDIC insurance. The awarded bank must be a member of the Georgia Secure Deposit Program (SDP).

Other Information Any supplemental information thought to be relevant, but not applicable to a specific section, should be provided as an appendix to the proposal as a separate section marked "Other Information.”

Attachment D- Reconciliation Services Requirements (Information Only) This is the district requirements of the file layout for Accounts Payable and Payroll bank reconciliation information.

Attachment E- Merchant Services Fee Proposal Form (Required) Complete Attachment E- Merchant Services Fee Proposal Form and add any additional services to the bottom of the form. If services are bundled, explain what services are provided in the bundle. The District will not pay for any services that are not included in the RFP. The Merchant Services Fee costs will not be included in our decision in awarding the Banking Relationship.

Lowest Responsive Price Offered

= % Factor X Maximum

= Points

Price of Offer being Evaluated Available Points Assigned

Selection Procedures The proposal package will be evaluated based on the responsiveness to the criteria described below with those criteria’s values weighted as follows: (140 MAXIMUM POINTS)

Phase I Points Mandatory Qualifications: Per RFP-2602AM Comprehensive Banking Services-MANDATORY QUALIFICATIONS Questionnaire, proposer must receive all 15 points to move to Phase II. Each Yes answer = 1 point

Total Phase I Points 15 Phase II

Introduction and Executive Summary: Responses to questions relating to the bank in Section 1 15

Proposal Submission Requirements: Responses to questions in Section 2 regarding the organization, the background of the bank and the relationship team assigned

References: Maximum points for qualifications from referenced vendor, comparable in services requested & customer satisfaction

Banking Services: Questions/Statements: Responses required in Section 3 & Section 4 items 30 Total Phase II points 85

Total Phase I + Phase II points 100 Phase III Cost: Per RFP-2602AM Comprehensive Banking Services-Cost. Cost will be calculated using weighted formula on page 12

Total Phase III points 20 Total Phase I + Total Phase II + Total Phase III points 120

Phase IV (Optional) Interview: Including questions on how the bank would handle the transition process and possible demonstration of online banking services

Grand Total Points 140

Step 1: Proposer must receive all 15 points in Phase I to move to Phase II. If 15 points are not received, submission is deemed non-responsive, and no further evaluation will take place.

Step 2: Evaluation Team will evaluate responses according to the criteria as described above in Phase II and score and rank the proposals. The results will be combined with the results from Phase I. The Evaluation Team will short list the proposers receiving at least 80% (80 points out of a possible 100) based on Total Phase I and Phase II points.

Step 3: RFP-2602AM Comprehensive Banking Services-Cost (Bid Table) will then be opened/released and scored and the results will be combined with the results of Step 1 & Step 2 scoring. After this scoring, a number of the highest ranking proposers may then be short listed. This will be at the discretion of the Evaluation Team.

Step 4: At the discretion of the Evaluation Team, the highest ranking proposers will be interviewed, detailing the conversion process and demonstrating their online banking system. All costs associated with the interview and demonstration, if required, will be at the expense of the proposing firm. Interviews should be conducted within five (5) working days after request. If GCPS exercises this right to conduct interviews, a maximum of 20 additional points may be assigned. The decision to conduct interviews, and the number of firms to conduct interviews, is at the sole discretion of the Evaluation Team. Based upon the final scores, GCPS reserves the right to negotiate with the selected firm(s) for prices selected and concessions that is in the best interest of GCPS.

GCPS plans to make an award to the highest scoring firm that the Evaluation Team has determined to have submitted the best responses and who appear to have submitted proposals which enhance the ability of GCPS to fulfill its mandate for Comprehensive Banking Services. The district reserves the right to conduct discussions with Service provider(s) for the purpose of obtaining “Best and Final Offers”. The District may request revised proposals based on the results of the evaluation process or the formal presentation (if required). The District will limit the discussions to the Service provider(s) whose proposals are most closely aligned with the requirements of the District.

Award

It is anticipated that final selection of the Service provider will be made by the end of December 2025. The evaluation team will select a winning proposal subject to approvals granted by the District Board of Education. Upon approval, award notification will be sent to the service provider.

The District also reserves the right to call for new proposals if any of the proposals enter into an agreement to merge with, acquire or be acquired by another financial institution during the RFP process.

A. Award will be made to the highest scoring responsive and responsible proposer according to the criteria stated in the proposal documents. The District may make such investigations as it deems necessary to determine the ability of the proposer to perform, and the proposer shall furnish to GCPS all such information and data for this purpose as the District may request. GCPS reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy the District that such proposer is properly qualified to carry out the obligations of the contract.

B. GCPS reserves the right to reject or accept any or all proposals and to waive technicalities, informalities and minor irregularities in the proposals received.

C. GCPS reserves the right to make an award as deemed in its best interest, which may include awarding a proposal to a single proposer or multiple proposers; or to award the whole proposal, only part of the proposal, or none of the proposal to single or multiple proposers, based on its sole discretion of its best interest.

D. In the event that negotiations with the highest ranked firm are unsuccessful GCPS may then negotiate with the second ranked firm and so on until a satisfactory agreement has been reached and then awarded by the Gwinnett County Board of Education.

Miscellaneous Requirements & Information

The provider will provide a clear and complete response of the proposed items in direct response to the requirements set forth in this RFP. The description will be sufficient to enable the evaluation team to determine that the proposal satisfies the RFP requirements and meets the needs of the District.

Proposals submitted are not publicly available until after award by the Gwinnett County Board of Education. All proposals and supporting materials as well as correspondence relating to this RFP become property of Gwinnett County Public Schools when received. Any proprietary information contained in the proposal should be so indicated. However, a general indication that the entire contents, or a major portion, of the proposal is proprietary will not be honored.

Proposals must be signed by a company official that has authorization to commit company resources before uploading in Euna Procurement (formerly Bonfire).

Addenda & Opening of Proposals It is the ultimate responsibility of the supplier to ensure that they have all applicable addenda prior to submitting a response. Addenda will be posted on the Euna Procurement (formerly Bonfire) website:

www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https:publish.gwinnett.k12.ga.us/gcps/home/public/about/business-and-finance/p-and-p.

The opening of solicitations will be conducted electronically through the Euna Procurement (formerly Bonfire). Only the names of the submitting companies will be made publicly available by the close of business the following business day on our website. To view the list of respondents, suppliers must log-into the Euna Procurement (formerly Bonfire) located at www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https:publish.gwinnett.k12.ga.us/gcps/home/public/about/business-and-finance/p-and-p then select the “Past Public Opportunities” tab. The solicitation status will automatically change to “Closed” after the solicitation Due Date and Time.

Request for Clarification or Additional Information GCPS’s reserves the right to request clarification of information provided and to request additional information required to assist in the evaluation process. This information, if requested, must be submitted in writing to the District within http://www.gwinnett.bonfirehub.com/ http://www.gwinnett.bonfirehub.com/ three business days of the request. Failure of a Service provider to answer District questions or substantiate that the representations made in its proposal may be sufficient cause for determining a proposal non-responsive. GCPS’s reserves the right to reject all proposals, to negotiate changes in the scope of work or services to be provided, and to otherwise waive any technicalities.

Tie-Proposal In case of a tie and subject to compliance with state and federal regulations and guidelines, the award will be made as follows:

1) The award will be to the in-county vendor.

2) The award will be to the in-state vendor.

3) If applicable, the award will be to the vendor with goods made in Georgia.

4) If applicable, the award will be to the vendor with the lesser total dollar volume within this solicitation.

5) If these preferences are insufficient for resolution, drawing lots in a public forum will resolve the tie.

Proposal Award Dispute Any dispute resulting from an award of this contract must be submitted to the Director of Purchasing in writing no later than seven (7) days after notice of award has been issued.

Right to Re-Solicit Gwinnett County Board of Education reserves the right to reject any and all proposals. The school system may waive any informalities or minor technicalities.

Rejection of Proposals All proposals will be reviewed for completeness of the submission requirements. If a proposal fails to meet a material requirement in the RFP, or is incomplete or contains irregularities, the proposal may be rejected. A deviation is material to the extent that a response is not in substantial accord with the requirements in the RFP.

Immaterial deviations may cause a proposal to be rejected. District may or may not waive an immaterial deviation or defect in a proposal. District's waiver of an immaterial deviation or defect shall in no way modify the RFP or excuse Service provider from full compliance with solicitation document specifications.

District reserves the right to reject all proposals or proposals when the proposed costs are not considered reasonable. District reserves the right to eliminate any individual service contained in the proposal.