32-Group 1-Lockbox Services, Evaluation Criteria, GEN2131264P1.pdf

EVALUATION CRITERIA

Group 1: Lockbox Services

Submit responses to all Evaluation Criteria. Vendors who fail to submit the information and/or documentation required by any Evaluation Criteria by the solicitation’s closing date and time—excluding Reference Forms—may receive no points (if applicable) for the corresponding Evaluation Criteria.

Refer to Instructions to Vendors, Section K, for additional information. Vendors should structure proposal to align in the order of the Evaluation Criteria.

Evaluation Criteria

1. Ability of Professional Personnel Maximum Points

A. Describe the qualifications, including all relevant licenses and certifications, and the related experience of the relationship manager, customer service representative, and all key personnel (Project Team) assigned to this engagement. Provide resumes for each

Project Team member highlighting their experience and qualifications specific to delivering lockbox services.

B. Provide an organizational chart for the proposed Project Team, showing their roles and/or position titles, staff names, and lines of authority.

C. Include a concise overview of the Vendor’s organizational structure, the number of years the Vendor has provided lockbox services, and the primary markets served, with emphasis on experience supporting government or institutional clients.

2. Project Approach Maximum Points

A. Describe Vendor’s proposed workflow and operational approach for retail lockbox services.

i. Indicate the city and state of Vendor’s lockbox remittance processing facility.

ii. Include sample workflow diagrams and narrative descriptions of the end‑to‑end process. The description should include the flow, capacity, and processing of mail at Vendor’s facility.

iii. Provide a detailed inventory of all equipment used in lockbox operations, including the make, model, age, and processing capacity of each device.

B. Describe Vendor’s approach to establishing and managing the post office box used for daily payment collections, including setup procedures, collection schedules, and ledger cutoff times. Indicate the location of the post office box the Vendor will establish.

C. Explain Vendor’s internal controls to ensure all payments are processed within twenty‑four (24) hours, including procedures for partial payments. Identify any limitations on remittance account types or the number of coupons that can be processed for payment on daily basis.

D. Describe Vendor’s daily data transmission process, timing, safeguards, and approach to ensuring daily deposit availability. Confirm and describe Vendor’s ability to provide daily deposits to Water and Wastewater Services designated bank account and transmit scanned images to the County’s file transfer protocol site.

E. Describe Vendor’s online capabilities such as exception handling workflows, image lookups and downloads for processed, rejected, and exception items, and automated or manual file transfer tools.

F. Provide descriptions and samples of the following:

i. Images, payment coupons, checks, and other scanned documents

ii. Secure online decisioning system and related lockbox tools used

iii. All reports available to the County

G. Describe Vendor’s back-office billing, collection, financial systems, and online decision platforms used to support lockbox operations.

H. Provide information on system and operational backup and disaster recovery plans, as well as the Recovery Time Objective for operations.

I. Fraud Mitigation:

i. Describe the Vendor’s strategies, policies, operational controls, and security protocols used to detect, prevent, and respond to fraudulent activity. Include detailed information on password encryption standards, authentication methods

(such as multi-factor authentication), and any additional protective technologies.

ii. Identify the roles and responsibilities of personnel involved in monitoring, escalating and resolving fraud risks; and describe communication procedures for notifying the County of suspicious activity.

iii. Provide Vendor’s fraud-prevention and fraud-resolution success rates. Describe how success rate is measured, including but not limited to, percentage of fraudulent attempts detected before loss, percentage of cases resolved within service-level goals, false-positive rates, and any performance benchmarks used.

iv. Outline compliance with applicable industry standards and regulatory requirements.

J. Transition/Implementation Plan:

Describe and provide Vendor’s transition and implementation plan for the requested services, including:

i. A detailed timeline for full implementation, testing requirements, file specifications and integration strategy with agency collection systems

ii. Vendor’s personnel responsible for leading implementation

iii. Include any details for integration with available real time lookup connectivity to back-office collection systems to provide online/real time payment amount information

iv. Education and training for County staff on Vendor’s online platform

3. Past Performance Maximum Points

A. Describe Vendor’s experience in providing lockbox and payment processing services to public entities of similar size to Broward County over the past five years.

B. Include the Project Team’s specific past experience(s) within the last five years in managing water, wastewater, septic and other water related services as a lockbox provider.

C. Provide a minimum of three references for projects described. Refer to Vendor Reference

Verification Form and submit as instructed (with proposal) or within three business days after County’s request. Only provide references for non-Broward County Board of County

Commissioners’ contracts. For County contracts, the County will review performance evaluations database for previous or current contracts with the County. The County considers references and performance evaluations in the evaluation of Prime Vendor’s past performance.

4. Location Maximum Points

Refer to Location Certification and submit as instructed. Points shall be allocated as follows based on the Prime Vendor’s selection of one of the five options in the Location Certification

Form: Option 1 (0 points); Option 2 (5 points); Option 3 (3 points); Option 4 (points range from 0-5 depending on the composition of the joint venture); and Option 5 (0 points).

5. Pricing Maximum Points

Refer to Instructions to Vendors for additional instructions and the Pricing Worksheet to submit as instructed.

Total points awarded for price for the Five-Year Initial Term will be determined by applying the following formula:

(Lowest proposed price/Proposer’s price) x 20 = Price Score

TOTAL POINTS 100

Form Date 9/23/25