25107 Banking Services.pdf

Due: October 7, 2025 2:00 PM MDT

REQUEST FOR PROPOSAL

FLC RFP 25107

Banking Services

Due: 2:00 PM Mountain Standard Time

October 7, 2025

Contents

I. PURPOSE OF THE REQUEST FOR PROPOSAL

A. Statement of Need

B. Goals

C. Position

II. INSTITUTIONAL BACKGROUND

III. FLC CONTACT INFORMATION

IV. PROPOSAL SUBMISSION

A. Due Date

B. Schedule

C. Proposal Submission

1. Executive Summary

2. Company Overview

3. Project Team Staffing

4. Scope, Approach, and Methodology

5. Pricing

6. Acceptance Period

7. Fort Lewis College Contract and Special Provisions

8. References

I. PURPOSE OF THE REQUEST FOR PROPOSAL

A. Statement of Need

Fort Lewis College is requesting proposals for comprehensive banking services from qualified financial institutions, institution must hold Colorado State Banking Board designation and

Certification of Eligible Public Depository. The College intends to engage in a multi-year renewable agreement awarding to the responsive offeror whose proposal is determined to be the most advantageous to the College.

B. Scope of Work

The College seeks the following work to be performed

• The College requires three separate bank accounts subject to the Public Deposit

Protection Act (C.R.S. 11-10.5). The College is permitted to open and maintain bank accounts only with the approval of the State Controller and the State Treasurer (C.R.S.

24-36-103, 24-36-104, and 24-75-202). The College requires one account for all payroll transactions, one account for all deposits, and a third account for operating/accounts payable processing. All accounts must be interest bearing.

o Payroll Account – for payroll payments both paper checks and direct deposit. Funds are transferred in from the depository account or from the State as needed.

o Operating/Accounts Payable Account – for other payments, including but not limited to, paper checks, direct deposit, and wires (domestic and international). Funds are transferred in from the depository account or the State as needed.

o Depository Account – to accept deposits and minimal withdraws for credit card or processing fees. Deposits come in the form of wires, ACHs, and manual deposits of cash and paper checks. Funds are transferred to the State Treasury or other bank accounts as needed.

• The College requires an additional bank account for FLC Vantage Corporation, a non-profit, legally separate entity. This account will have deposits and withdraws in the form of wires, ACH, and manual deposits of paper checks and cash. Account must be interest bearing.

• Bank must have a full-service branch located within Durango.

• Would like the option to have the bank install an ATM on campus.

• Give the College full disclosure of all charges and fees that will be assessed to each account.

• Provide conversion assistance to the College.

• Provide a designated contact person for account questions and maintenance during the contract period.

• Provide Positive Pay for the payroll, operating/accounts payable, and FLC Vantage

Corporation accounts.

• Provide the College timely notification of and the option to approve stale dated checks presented for deposit.

• Provide direct deposit/ACH processing capabilities for all accounts.

• Provide timely notification of failed ACH’s, minimum of 24 hours, to any account to allow us to correct our records.

• Accept and process ACH files from third party vendors from payments and deposits made to the College.

• Provide remote deposit capture capabilities for the College.

• The ability to generate transaction/bank reconciliation files in the standard BAI2 format is required. Ideally files would be delivered five times per week following daily close activities. Alternative posting frequencies may be acceptable. Files should be made available to Fort Lewis College via a bank hosted SFTP server. Fort Lewis College will provide IP address(es) for inbound connections to retrieve these files once contracts are finalized.

• Provide robust online services including transfers between accounts, stop payments, statements, transaction history, and account information.

• Allow for upload of ACH direct deposit files and allow for online wire capabilities to foreign countries.

• Provide a portal for College administrator to control user access and permissions.

• Provide fraud detection and prevention services for all accounts, including multifactor authentications for all users of the account.

• Provide other services or benefits to the College community not listed in the requirements above. This can be scholarship, institutional support, donation or any other activities that benefit the College. Incentives for staff and students to open bank accounts.

• Ability to allow FLC to have upwards of $40 million of deposits in accounts.

II. INSTITUTIONAL BACKGROUND

Fort Lewis College is located in Durango, Colorado. The College is committed to accessible and high-quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning.

Our 3,317 students come from 47 states, 13 countries, and 173 American Indian tribes and Alaskan Native villages. With its rich cultural heritage, Fort Lewis College is a great place to learn and work. Fort

Lewis College is a member of the Council of Public Liberal Arts Colleges and is accredited by the Higher Learning Commission of North Central Association of Colleges and Schools.

Fort Lewis College is an Equal Opportunity Employer and Affirmative Action Institution and currently has employees within three major classifications:

Faculty - 253

Administrative Professions (exempt from the state Personnel system) – 239

State of Colorado Personnel system employees – 117

A Fort Lewis College Contract, meeting the requirements of the Colorado Office of the State Controller policies and laws of Colorado, will be required. The contract must be reviewed and signed by the

Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed at:

http://www.fortlewis.edu/SampleFLCContract http://www.colorado.gov/dpa/dfp/sco/contracts.htm

In this section, specifically acknowledge the use of a Fort Lewis College Contract and Special Provisions as first in the order of contract precedence. Provide any additional contract language, addendums, or agreements you would require. The Fort Lewis College Contract and Special Provisions document are non-negotiable. Please note: Fort Lewis College fiscal rules prohibit Fort Lewis College from indemnifying any company, and all contracts must use Colorado as the choice of law.

Any RFP responses which do not comply with this section will be rejected.

III. FLC CONTACT INFORMATION

Question deadline is September 19, 2025 at 4:00pm. Any questions regarding the RFP should be submitted via bidnetdirect.com/Colorado.

All questions and answers become public information and will be posted on bidnetdirect.com/Colorado for all vendor access.

http://www.fortlewis.edu/SampleFLCContract http://www.colorado.gov/dpa/dfp/sco/contracts.htm

IV. PROPOSAL SUBMISSION

A. Due Date

All material must be electronically submitted via bidnetdirect.com/colorado no later than Due Date:

2:00pm (MDT) October 7, 2025.

B. Schedule

The following is an estimate of the project timeline:

09/02/2025 RFP Available to Vendors

09/19/2025 Question Period Closes 4:00 PM (MDT)

09/26/2025 Final Addendum Issued 4:00 PM (MDT)

10/07/2025 Due Date for Proposals 2:00 PM (MDT)

10/07/2025-10/17/2025 Proposal Review Period

10/27/2025-10/31/2025 Vendor Presentation

11/10/2025 Anticipated Notification of Intent to Award

12/01/2025 Estimated Start Date

C. Proposal Submission

All Proposals must be submitted in electronic format.

Award of the contract resulting from this RFP will be based upon the responsive vendor whose offer will be the most advantageous to Fort Lewis College in terms of:

• Conformance to RFP format and process

• Cost

• Services and timeline proposed

• References

• Qualifications

Fort Lewis College reserves the right to:

• Reject any or all offers and discontinue the RFP process without obligation or liability to any potential vendor

• Accept other than the lowest priced offer

• Award a contract based on initial offers received, without discussions or requests for best and final offers

• Negotiate a best and final offer after the award

• Award more than one contract or vendor

Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort Lewis College’s evaluation of the Vendor’s proposal.

Vendor’s proposals in response to this RFP may be incorporated into the final agreement between Fort Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the following sections:

1. Executive Summary and Proposal Overview

2. Company Overview

3. Project Team Staffing

4. Scope, Approach, and Methodology

5. Proposed Conversion Schedule

6. Pricing

7. College Support

8. Other Additional Information

9. References

The detailed requirements for each of the above-mentioned sections are outlined below.

1. Executive Summary

This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive

Summary should be a brief overview of the engagement and should identify the main features and benefits of the proposed products and services.

2. Company Overview

Provide the following for your company:

• Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number, Primary and Secondary SIC numbers

• Address

• Main telephone number

• Toll-free numbers

• Facsimile

• Website URLs

• Key contact name, title, address (if different from above address), direct telephone and fax numbers

• Person authorized to contractually bind the organization for any proposal against this RFP

• Brief history, including year established and number of years your company has been offering

CRM and or Finance solutions

3. Project Team Staffing

Include biographies and relevant experience of key staff and management personnel. Describe the qualifications and relevant experience of the types of staff that would be assigned to this project by providing biographies for those staff members. Some project staff members will have access to sensitive donor information; describe how your company qualifies employees to work with sensitive donor information.

4. Scope, Approach, and Methodology

This section should include a description of each major type of work being requested of the Vendor.

Information provided in this section may be held in strict confidence if requested.

5. Proposed Conversion Schedule

In this section provide the schedule for the various parts of the engagement.

6. Pricing

In this section provide pricing for the three projects separately.

7. College Support

In this section discuss the level and types of support provided in the past, current support to the College, and plans for additional support in the future.

8. References

Provide a minimum of three (3) Higher Education references. Identify the reference institution, contact, and applicable product(s) and services utilized by the institution.