Final RFP 217.pdf

REQUEST FOR PROPOSAL

RFP #217

CITY OF COPPELL

DEPOSITORY SERVICES

PROCUREMENT SERVICES DEPARTMENT

OPENING DATE: THURSDAY, APRIL 10, 2025, 10:00 a.m.

RFP #217 DEPOSITORY SERVICES

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 2

Return Proposal To: City of Coppell

Procurement Services Department

255 Parkway Blvd.

Coppell, Texas 75019

The enclosed Request for Proposal are for your convenience in submitting the proposals to the City of Coppell. Sealed proposals shall be received no later than:

THURSDAY, APRIL 10, 2025, 10:00 a.m., Central Time.

PRE-PROPOSAL MEETING

A Pre-Proposal meeting, which includes a virtual environment, will be held at 10:00 a.m., CST, Thursday, March 20, 2025, at the City of Coppell, 255 Parkway Blvd, Coppell, TX 75019.

Pre-Proposal meeting – Thursday, March 20, 2025, 10:00 a.m.

Join Zoom https://www.zoomgov.com/webinar/register/WN_ojb4OHQYTa2I22BTZJ4Wxw

RFP Open – Thursday, April 10, 2025, 10:00 a.m.

Join Zoom https://www.zoomgov.com/webinar/register/WN_crVlK5WNRfKKR-3xvt0PPg

Please reference RFP #217 Depository Services in all correspondence pertaining to this proposal and affix this number to outside front of bid envelope for identification. All proposals shall be to the attention of the Procurement Services Department.

The City of Coppell appreciates your time and effort in preparing a proposal. Please note that all proposals must be received at the designated location by the deadline shown. Proposals received after the deadline will be returned unopened and shall be considered void and unacceptable. Proposal opening is scheduled to be held at 255 Parkway Boulevard, Coppell, Texas. You are invited to attend. To obtain results, or if you have any questions, please contact the Procurement Services Department at 972-304-3698.

https://www.zoomgov.com/webinar/register/WN_ojb4OHQYTa2I22BTZJ4Wxw https://www.zoomgov.com/webinar/register/WN_crVlK5WNRfKKR-3xvt0PPg

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 3

INSTRUCTIONS

RFP #217

By order of the City Council of the City of Coppell, Texas, sealed proposals will be received for:

DEPOSITORY SERVICES

TO PROVIDE for an initial contract term of one year with additional annual renewals, or a combination of a multi-year initial term and renewals for a combined duration of up to five (5) years, commencing within thirty (30) days approximately after the date of the award. The City of Coppell reserves the right to extend this contract, as it deems to be in the best interest of the city.

IT IS UNDERSTOOD that the City Council of the City of Coppell, Texas reserves the right to reject any and/or all bids for any/or all products and/or services covered in this bid request and to waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interests of the City of Coppell.

Each bid shall be placed in a separate sealed envelope, signed by a person having the authority to bind the firm in a Contract, and marked clearly on the outside as shown below. FACSIMILE OR EMAIL TRANSMITTALS SHALL NOT BE ACCEPTED!

SUBMISSION OF PROPOSALS: Sealed proposals shall be submitted no later than

10:00 a.m., THURSDAY, APRIL 10, 2025, to the address below:

City of Coppell

Procurement Services

255 Parkway Blvd.

Coppell, Texas 75019

PUBLIC NOTICE STATEMENT FOR ADA COMPLIANCE

The City of Coppell acknowledges its responsibility to comply with the Americans with

Disabilities Act of 1990. Thus, to assist individuals with disabilities who require special

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 4 services (i.e., sign interpretative services, alternative audio/visual devices, and amanuenses) for participation in or access to the City of Coppell sponsored public programs, services and/or meetings, the City requests that individuals make request for these services forty-eight (48) hours ahead of the scheduled program, service and/or meeting. To make arrangements, contact Kori Alen, ADA Coordinator or other designated official at (972) 462-0022, or (TDD 1-800-RELAY, TX 1-800-735-2989).

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 5

City of Coppell

DEPOSITORY SERVICES

Closing Date/Time: Thursday, April 10, 2025 @10:00 a.m.

(Central Time)

Solicitation Schedule Dates

RFP Issued Friday, March 7, 2025

Pre-Proposal Meeting Thursday, March 20, 2025, 10:00 a.m.

Sealed Proposals Due to the City Thursday, April 10,2025, 10:00 a.m.

Contract Award/Proposed Council Approval TBD

The dates BEFORE bid opening are firm unless changed through an

Addendum. Dates after bid opening are proposed dates and the City reserves the right to modify this schedule at the City’s discretion.

Notification of changes in the response due date would be posted on

Bidnetdirect.com.

All times and dates are Central Standard Time.

Vendor Inquiries

Contact with any staff of the city, other than the Procurement staff or via www.bidnetdirect.com, regarding this Request for Proposal may be grounds for elimination from the selection process.

ANY QUESTIONS concerning this Request for Proposal can be directed to the

Procurement Services at 972-304-3698.

FUNDING: State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current fiscal year shall be subject to budget approval.

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LATE BIDS: Bids received in the City of Coppell Procurement Services department after submission deadline will be considered void and unacceptable. The City of Coppell is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp in

Procurement Services shall be the official time of receipt.

ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity.

WITHDRAWAL OF BID: A bid may not be withdrawn or canceled by the Bidder without the permission of the City for a period of ninety (90) days following the date designated for the receipt of bids, and Bidder so agrees upon submittal of their bid.

SALES TAX: The City of Coppell is exempt by law from payment of Texas State Sales

Tax and Federal Excise Tax. Bidder shall include any sales taxes from concession sales of taxable items on City property in the total price of the sale and shall be responsible to report and pay such taxes in a timely manner.

BID AWARD: The City reserves the right to award any combination of the three sections as is deemed in the best interest of the City. The City also reserves the right to not award one or none of the sections.

CONTRACT: This bid, when properly accepted by the City of Coppell, shall constitute a

Contract equally binding between the successful Bidder and the City. No different or additional terms will become a part of this Contract with the exception of Change Orders.

CHANGE ORDERS: No oral statement of any individual shall modify or otherwise change, or affect the terms, conditions or Specifications stated in the resulting Contract.

All Change Orders to the Contract will be made in writing by the City's Purchasing Agent.

IF DURING THE life of the Contract, the successful Bidder’s net prices to other customers for items awarded herein are reduced below the Contracted price, it is understood and agreed that the benefits of such reduction shall be extended to the City of Coppell.

A PRICE redetermination may be considered by the City only at the anniversary date of the Contract and shall be substantiated in writing (i.e., Manufacturer’s direct cost, postage rates, Railroad Commission rates, Wage/Labor rates, etc.). The Bidder’s past history of honoring Contracts at the bid price will be an important consideration in the evaluation of the lowest and best bid. The City reserves the right to accept or reject any/all of the price redeterminations as it deems to be in the best interest of the City.

DELIVERY: All delivery and freight charges (F.O.B. City of Coppell) are to be included in the bid price.

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DELIVERY TIME: Bids shall show number of days required to place goods ordered at the City’s designated location. Failure to state delivery time may cause bid to be rejected.

Successful Bidder shall notify Procurement Services immediately if delivery schedule cannot be met. If delay is foreseen, successful Bidder shall give written notice to the Sr.

Procurement Specialist. The City has the right to extend delivery time if reason appears valid. Successful Bidder must keep Procurement Services advised at all times of the status of the order.

CONFLICT OF INTEREST: No public official shall have interest in this Contract, in accordance with Vernon's Texas Codes Annotated, Local Government Code Title 5.

Subtitle C, Chapter 171.

DISCLOSURE OF CERTAIN RELATIONSHIPS: Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of the City of Coppell not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See

Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a

Class C misdemeanor.

ETHICS: The Bidder shall not offer or accept gifts of anything of value nor enter into any business arrangement with any employee, official or agent of the City of Coppell.

EXCEPTIONS/SUBSTITUTIONS: All bids meeting the intent of this Request for Proposal will be considered for award. Bidders taking exception to the Specifications, or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the bid. In the absence of such, a list shall indicate that the Bidder has not taken exceptions and shall hold the Bidder responsible to perform in strict accordance with the

Specifications of the Invitation. The City of Coppell reserves the right to accept any and all, or none, of the exception(s)/ substitution(s) deemed to be in the best interest of the

City.

ADDENDA: Any interpretations, corrections or changes to this Request for

Qualifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Coppell Sr. Procurement Specialist. Bidders shall acknowledge receipt of all addenda.

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BID MUST COMPLY with all federal, state, county, and local laws concerning these types of service(s).

DESIGN, STRENGTH, QUALITY of materials must conform to the highest standards of manufacturing and engineering practice. All items supplied against credit must be new and unused, unless otherwise specified, in first-class condition and of current manufacturer.

MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A

prospective Bidder must affirmatively demonstrate Bidder's responsibility. A prospective

Bidder must meet the following requirements:

1. Have adequate financial resources, or the ability to obtain such resources as required.

2. be able to comply with the required or proposed delivery schedule.

3. have a satisfactory record of performance.

4. have a satisfactory record of integrity and ethics.

5. be otherwise qualified and eligible to receive an award.

The City may request representation and other information sufficient to determine

Bidder's ability to meet these minimum standards listed above.

REFERENCES: The City requests Bidder to supply, with this Request for Proposal, a list of at least three (3) references where like products and/or services have been supplied by their firm. Include name of firm, address, telephone number and name of representative.

BIDDER SHALL PROVIDE with this bid response, all documentation required by this

Request for Proposal. Failure to provide this information may result in rejection of bid.

SUCCESSFUL BIDDER SHALL defend, indemnify and save harmless the City of

Coppell and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful Bidder, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any Contract which may result from bid award. Successful Bidder indemnifies and will indemnify and save harmless the City from liability, claim or demand on their part, agents, servants, customers, and/or

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 9 employees whether such liability, claim or demand arise from event or casualty happening or within the occupied premises themselves or happening upon or in any of the halls, elevators, entrances, stairways or approaches of or to the facilities within which the occupied premises are located. Successful Bidder shall pay any judgment with costs which may be obtained against the City growing out of such injury or damages. In addition, Contractor shall obtain and file with City of Coppell a Standard Certificate of Insurance and applicable policy endorsement evidencing the required coverage and naming the City of Coppell as an additional insured on the required coverage.

WAGES: Successful Bidder shall pay or cause to be paid, without cost or expense to the

City of Coppell, all Social Security, Unemployment and Federal Income Withholding

Taxes of all such employees and all such employees shall be paid wages and benefits as required by Federal and/or State Law.

TERMINATION OF CONTRACT: This Contract shall remain in effect until Contract expires, delivery and acceptance of products and/or performance of services ordered or terminated by either party with a thirty (30) day written notice prior to any cancellation.

The successful Bidder must state therein the reasons for such cancellation. The City of

Coppell reserves the right to award canceled Contract to next lowest and best Bidder as it deems to be in the best interest of the City of Coppell.

TERMINATION FOR DEFAULT: The City of Coppell reserves the right to enforce the performance of this Contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of this Contract. The City of Coppell reserves the right to terminate the Contract immediately in the event the successful Bidder fails to:

1. Meet schedules.

2. defaults in the payment of any fees; or

3. otherwise perform in accordance with Scope of Work.

Breach of Contract or default authorizes the City of Coppell to exercise any or all of the following rights:

1. The city may take possession of the assigned premises, and any fees accrued or becoming due to date.

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 10

2. the City may take possession of all goods, fixtures and materials of successful

Bidder therein and may foreclose its lien against such personal property, applying the proceeds toward fees due or thereafter becoming due.

In the event the successful Bidder shall fail to perform, keep or observe any of the terms and conditions to be performed, kept or observed, the City shall give the successful Bidder written notice of such default; and in the event said default is not remedied to the satisfaction and approval of the City within two (2) working days of receipt of such notice by the successful Bidder, default will be declared and all the successful Bidder's rights shall terminate.

Bidder, in submitting this bid, agrees that the City of Coppell shall not be liable to prosecution for damages in the event that the City declares the Bidder in default.

NOTICE: Any notice provided by this bid (or required by law) to be given to the successful

Bidder by the City of Coppell shall conclusively deemed to have been given and received on the next day after such written notice has been deposited in the mail in the City of

Coppell, Texas by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the successful Bidder at the address so provided; provided this shall not prevent the giving of actual notice in any other manner.

PATENTS/COPYRIGHTS: The successful Bidder agrees to protect the City of Coppell from claims involving infringement of patents and/or copyrights.

CONTRACT ADMINISTRATOR: Under this Contract, the City of Coppell may appoint a

Contract Administrator with designated responsibility to ensure compliance with Contract requirements, such as but not limited to, acceptance, inspection and delivery. The

Contract Administrator will serve as liaison between the City of Coppell Procurement

Services (which has the overall Contract Administration responsibilities) and the successful Bidder.

PURCHASE ORDER: A Purchase Order(s) shall be generated by the City of Coppell to the successful Bidder. The Purchase Order number must appear on all itemized invoices and packing slips. The City of Coppell will not be held responsible for any orders placed/delivered without a valid current Purchase Order number.

PACKING SLIPS or other suitable shipping documents shall accompany each special-order shipment and shall show: (a) name and address of successful Bidder, (b) name and address of receiving department and/or delivery location, (c) Purchase Order number, and (d) descriptive information as to the item(s) delivered, including product code, item number, quantity, number of containers, etc.

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 11

INVOICES shall show all information as stated above, shall be issued for each Purchase

Order and shall be e-mailed directly to the City of Coppell’s Project Manager as outlined in the contract.

PAYMENT will be made upon receipt and acceptance by the City of Coppell for any item(s) ordered and receipt of a valid invoice, in accordance with the State of Texas

Prompt Payment Act, Article 601f V.T.C.S. Successful Bidder(s) required to pay subcontractors within ten (10) day.

ITEMS supplied under this Contract shall be subject to the City's approval. Items found defective or not meeting Specifications shall be picked up and replaced by the successful

Bidder at the next service date at no expense to the City of Coppell. If item is not picked up within one (1) week after notification, the item will become a donation to the City for disposition.

SAMPLES: When requested, samples shall be furnished free of expense to the City of

Coppell.

WARRANTY: Successful Bidder shall warrant that all items/services shall conform to the proposed Specifications and/or all warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title. A copy of the warranty for each item being bid must be enclosed. Failure to comply with the above requirements for literature and warranty information could cause bid to be rejected.

REMEDIES: The successful Bidder and the City of Coppell agree that both parties have all rights, duties and remedies available as stated in the Uniform Commercial Code.

VENUE: This Agreement will be governed and construed according to the laws of the

State of Texas. This Agreement is performable in the City of Coppell, Texas.

ASSIGNMENT: The successful Bidder shall not sell, assign, transfer or convey this

Contract, in whole or in part, without prior written consent of the City of Coppell.

Each insurance policy to be furnished by successful Bidder shall include, by endorsement to the policy, a statement that a notice shall be given to the City of Coppell by Certified

Mail thirty (30) days prior to cancellation or upon any material change in coverage.

RFP/BID NOTIFICATION: City of Coppell utilizes the following procedures for notification of bid opportunities: www.bidnetdirect.com and Rambler newspaper serving DFW metroplex. These are the only forms of notification authorized by the city. Coppell shall not be responsible for receipt of notification and information from any source other than

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 12 those listed. It shall be the vendor’s responsibility to verify the validity of all bid information received by sources other than those listed.

EMPLOYMENT ELIGIBILITY VERIFICATION: The Immigration Reform and Control Act of 1986 (IRCA) makes it illegal for employers to knowingly hire or recruit immigrants who do not possess lawful work authorization and requires employers to verify their employees' work eligibility on a U.S. Department of Justice form I-9. The contractor/vendor warrants that contractor/vendor is in compliance with IRCA and will maintain compliance with IRCA during the term of the contract with the City.

Contractor/vendor warrants that contractor/vendor has included or will include a similar provision in all written agreements with any subcontractors engaged to perform services under this contract.

ENVIRONMENTALLY PREFERABLE PRODUCTS AND SERVICES: Bidders are encouraged to offer Energy Star, GreenSeal, EcoLogo and/or EPEAT certified products.

The city also encourages bidders to offer products and services that are produced or delivered with minimal use of virgin materials and maximum use of recycled materials and reduce waste, energy usage, water utilization and toxicity in the manufacture and use of products.

ANY QUESTIONS concerning this Request for Proposal should be directed to the

Procurement Services at 972-304-3698.

City of Coppell, TX

Procurement Services

HOUSE BILL 89 VERIFICATION

I, (Person name), the undersigned representative of (Company or Business name) (hereafter referred to as company) being an adult over the age of eighteen (18) years of age, do hereby depose and verify under oath that the company named-above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2270:

1. Does not boycott Israel currently; and

2. Will not boycott Israel during the term of the contract the above-named

Company, business or individual with the City of Coppell acting by and through City of Coppell.

Pursuant to Section 2270.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an

Israeli-controlled territory, but does not include an action made for ordinary business purposes; and

2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.

DATE SIGNATURE OF COMPANY

REPRESENTATIVE

IMPLEMENTATION OF HOUSE BILL 1295

Certificate of Interested Parties (Form 1295):

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may notenter into certain contracts With a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission's website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter

46) on November 30, 2015, to implement the law. The commission does not have any additional authority to enforce or interpret House Bill 1295.

The form may be obtained and completed at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

*Please note that this form only has to be completed once the contract is awarded and before contract is executed.

CITY OF COPPELL• PROCUREMENT SVCS. DEPARTMENT• 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 p :l g C J 16

Boycott Energy Companies name)

(hereafter referred to as company) being an adult over the age of eighteen (18) years of age, do hereby depose and verify under oath that the company named above, under the provisions of Texas Government Code Section 809.001:

The contractor verifies that it does not Boycott Energy Companies and agrees that during the term of this

Agreement will not Boycott Energy Companies as that term is defined in Texas Government Code

Section 809.001, as amended.

Prohibition of Discrimination Against Firearm Entities and Firearm Trade Associations name)

(hereafter referred to as company) being an adult over the age of eighteen (18) years of age, do hereby depose and verify under oath that the company named above, under the provisions of Texas Government Code Section 2274.001:

Contractor verifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as those terms are defined in Texas Government Code Section 2274.001, as amended; and (ii) will not discriminate during the term of this Agreement against a firearm entity or firearm trade association.

This section does not apply if Contractor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) Contractor has ten (10) or more fulltime employees and (ii) this Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement.

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

FORM CIQ

OFFICE USE ONLY

Date Received

This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

1 Name of vendor who has a business relationship with local governmental entity.

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity Date ownership interest of one percent or more.

Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021

Company Information

Company Name:

Remit To Address:

Physical Address:

Phone Number:

Fax Number:

Contact Person:

E-mail Address:

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 13

COOPERATIVE PURCHASING

As permitted under Government Code, Title 7, Chapter 791.025, other governmental entities may wish to cooperatively purchase under the same terms and conditions contained in this contract (piggyback). Each entity wishing to piggyback must have prior authorization from the City of Coppell and Contractor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring supplies/services. The City of Coppell shall not be held responsible for any orders placed, deliveries made, or payment for supplies/services ordered by these entities. Each entity reserves the right to determine their participation in this contract.

IS YOUR FIRM WILLING TO ALLOW OTHER GOVERNMENTAL ENTITIES TO

UTILIZE THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND

CONDITIONS?

__________ YES __________ NO

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 14

CERTIFICATIONS AND REPRESENTATIONS

M/WBE STATUS

___________________________________________________ IS CERTIFIED AS A:

(CHECK ONE, IF APPLICABLE)

DISADVANTAGED BUSINESS ENTERPRISE ___________

MINORITY-OWNED BUSINESS ENTERPRISE

WOMEN-OWNED BUSINESS ENTERPRISE ___________

PLEASE ATTACH OFFICIAL DOCUMENTATION FROM THE STATE OF TEXAS OR

OTHER QUALIFIED CERTIFICATION AGENCY OF M/WBE STATUS OF YOUR

COMPANY WITH THIS BID/PROPOSAL.

* * * * * NOTE * * * * *

THIS DATA IS REQUESTED FOR INFORMATIONAL PURPOSES ONLY AND WILL

NOT AFFECT THE PROPOSAL AWARD.

(SUBMISSION OF THIS INFORMATION IS NOT A REQUIREMENT.)

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 16

The Contractor shall furnish and maintain during the life of the contract adequate Worker's Compensation and Commercial General Liability (Public) Insurance in such amounts as follows:

Type of Insurance Amount

Worker's Compensation as set forth in the Worker's Compensation Act.

Commercial General $1,000,000 Each Accident/Occurrence.

Liability (Public) $1,000,000 Aggregate $1,000,000 Products & Completed Operations Aggregate.

Owner’s Protective $600,000 per occurrence Liability Insurance $1,000,000 aggregate

Excess/Umbrella Liability $1,000,000 per occurrence w/drop down coverage

Endorsement CG 2503 Amendment Aggregate Limit of Insurance per

Project or Owner's and Contractor's Protective Liability Insurance for the Project.

Automobile Liability $500,000 Combined single limit per occurrence.

ADDITIONAL INSURED

IN ADDITION, CONTRACTOR SHALL OBTAIN AND FILE WITH OWNER CITY OF

COPPELL A STANDARD CERTIFICATE OF INSURANCE AND APPLICABLE POLICY

ENDORSEMENT EVIDENCING THE REQUIRED COVERAGE AND NAMING THE

OWNER CITY OF COPPELL AS AN ADDITIONAL INSURED ON THE REQUIRED

COVERAGE.

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 17

DEPOSITORY SERVICES

(SCOPE OF WORK)

ONE (1) PAPER ORIGINAL AND ONE (1) DIGITAL COPY ON DIGITAL MEDIA

MUST BE RETURNED TO THE PROCUREMENT SERVICES NO LATER THAN 10:00

a.m. CENTRAL TIME, THURSDAY, APRIL 10, 2025. THE MEDIA MUST BE INCLUDED WITH THE

PROPOSAL PACKET.

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 18

1. INTRODUCTION

The City of Coppell, Texas is seeking competitive responses to a Request for Proposal

(“RFP”) for Depository Services from eligible and qualified financial institutions. This

RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by the City.

All qualified financial institutions (as specified in this RFP) are invited to submit a proposal. Holding companies and individual banks responding to this RFP must be and remain in good standing with the Texas State Comptroller in accordance with

Section 2252.903 of the Texas Government Code, must be insured through the

Federal Deposit Insurance Corporation (FDIC), and must be able to demonstrate a capacity to meet the City’s requirements as stated in this RFP.

2. OBJECTIVES OF THE PROPOSAL

The City wishes to communicate the primary objectives of the depository agreement, an important component of the overall treasury program of the City of Coppell:

1. To seek a bank capable of providing superior banking services and willing to be attentive to the City's financial matters at the best possible value;

2. To seek a bank which meets the legal qualifications and the terms and conditions specified in this Request for Proposal;

3. To develop a foundation for a good working relationship with the depository bank;

4. The banking institution must exhibit a strong financial position;

5. To maximize the total dollars earned by the City on accounts balances in order to be prudent and effective custodians of the financial resources;

6. To fully comply with the requirements of Texas Local Government Code Chapter

105, as amended, and

7. Must have the ability to provide sufficient collateral for deposits.

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3. CRITERIA FOR EVALUATION

The City will review the submitted proposals carefully. The recommendations will be based on the proposal determined to be best on behalf of the City and the taxpayers.

As an indication of what will be considered in the evaluation of the proposals, the following areas are listed:

CRITERIA

WEIGHTED

PERCENTAGE

• Ability to perform the requested services, capabilities of automated services, internal controls and security offered, and additional services proposed

40%

• Cost of required banking services and earnings potential for funds in depository

30%

• Financial condition & ability to meet collateral requirements

15%

• Experience, feedback from references, and continuity of institution along with its officials

15%

4. ACCOUNT INFORMATION

The City intends to initially establish the following bank accounts. Other accounts may be set up as needed during the term of the contract.

1. Operating Account

The Operating Account will constitute almost all the City's banking business. Intra-bank transfers to reimburse money to other City accounts and most wire transactions will occur in this account. Most securities clearance and safekeeping activity of investments will be debited or credited against the account. Copies of deposit tickets shall be sent or downloadable to the City.

2. Payroll Account

The Payroll Account will be set up to clear only personnel related checks for the

City. Automatic transfers from the operating account to the payroll account will be used to fund checks and bring the balance back to zero. One check stock will be clearing through this account. The City has approximately a 480-person payroll

CITY OF COPPELL • Procurement Services • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P a g e | 20 paid bi-weekly with an approximate amount of $1.5 million per payroll. The City requires its employees to be paid by direct deposit. The ACH file is prepared and transmitted to the bank, usually on Wednesday, before payday on Friday. The

City will require Direct Deposit service, copies of all checks returned to the City in numerical order, be sent or downloadable to the City.

3. Self-Funded Health Plan Account

The Self-Funded Health Plan Account will be set up to receive deposits from the

Operating account for the purpose of making payments on the City’s self-funded health insurance claims. The City will require Direct Deposit service, copies of all checks returned to the City in numerical order, be sent or downloadable to the

City.

4. ACH Account

The ACH Account is utilized to process all incoming and outgoing transfers:

including credit card debit and credits to the account, Safe Light credits to the account, E911 payment from the State, ACH and wire transactions.

The City will require a copy of all checks returned to the City in numerical order, be sent or downloadable to the City. Should the Federal Reserve Bank or any other regulatory agency request changes or termination of this service, the City will alter its check clearing arrangement accordingly.

The bank will be required to notify the City each morning no later than 10:00 a.m. of the total amount of checks clearing for that day. This notification should be made available by an Internet reporting system.

GENERAL BANKING SERVICES

5. DESCRIPTION OF SERVICES

The following identifies and discusses the services to be provided and the requirements to be met. Any service that does not have a fee indicated on this form will be considered to be free of charge in the Depository Contract. Please attach copies of reports and separate agreements that apply to each service, if applicable.

1. Controlled disbursement service with totals given to the City to be received no later than 10:00 a.m. each morning available on an Internet based reporting system.

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2. The City requires an Internet based reporting system which will provide the previous day balance report, current day balance report, a detail of the prior day's debits and credits, current day controlled disbursement report, stop payment status report, current day ACH report and positive pay activity, returned items, monthly bank statements, and exception reports. In addition, the bank will provide all software required to access/use these services and produce the required reports.

The bank shall also provide the City with multi-factor authentication access, along with the required key fobs and/or phone application.

3. Processing of all deposited items of checks and cash to include encoding services, credit and debit advices given to the City within three business days of the debit or credit, clearing returned items twice, and return of stamped duplicate deposit slips to the City within one business day of the deposit. All checks deposited by the City that did not clear the first time, should be submitted a second time before returning them to the City.

6. ACCOUNT SERVICES

The City will process its own reconciliation but requires the following data:

The City shall receive statements electronically for all accounts within five (5) working days after the close of the calendar month. Statements shall include transaction activity made on the last day of the period. The City requires that within 5 days copies of cleared checks (front and back) be sent or downloadable to the City. This process should allow the City to search for cleared checks and print the image of a cleared check. Include any software cost associated with this service in the fee schedule section. The City may require a demonstration by the Depository of this service. All other account statements should include debit/credit advices.

The bank will provide research assistance on transactions (ACH trace and others) as requested by the City.

7. ACCOUNT ANALYSIS STATEMENTS

The City intends to pay for all account services provided by the bank as set forth in the Request for Proposal. The City shall require account analysis each month with all accounts grouped to obtain maximum credit for balances which shall clearly show volume counts, fees charged, and total prices for servicing the accounts. The account analysis shall also show average ledger balances, average collected balances, interest rates, and earnings credit calculations. Fees charged to the City directly by the bank are not subject to change for the length of this contract. (Please attach a sample account analysis statement).

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Safekeeping fees for the City’s investments shall also be described on an account analysis statement. All charges for securities clearance and safekeeping, including fees passed on from the Federal Reserve Bank, must be on the account analysis.

8. EARNINGS CREDIT

The City intends to pay for all account services provided by the Depository as set forth in the Fee Schedule. The method expected to be used for the payment of these services shall be to compensate the depository if earnings on its account balances are not adequate to offset calculated charges shown by account analysis. The City shall require computer statement analysis each month which shall clearly show volume counts, fees charged, and total price for servicing the account. The account analysis shall also show average ledger balances, average collected funds, average collected balances, interest rates, and the amount of interest paid or credited to the account. (Please attach a sample account analysis with your RFP).

9. WIRE TRANSFERS

The City shall submit all outgoing wire transfers to the Depository according to its published cutoff times established for current customers. The Depository shall maintain wire transfer facilities to the Federal Reserve Bank for investment purchases or sales and other transactions with financial institutions. Written confirmation of such transactions will be provided to the City. Notification to the City of incoming wire transfers or problems with outgoing transfers shall be made within one (1) hour of the transaction. The City requires that all outgoing wire transfers be released within one hour of secondary approval. Since the posting of security transactions may not occur until overnight processing, a facility (such as line of credit) to ensure wire transfers are released within one hour may be necessary. It is extremely important that debt service payments are released by 8:00 a.m. of the day due. These transfers are input the prior day as future dated wires to meet this deadline.

The Director of Strategic Financial Engagement, Assistant Director of Strategic

Financial Engagement, Financial Relationships Group Manager or Chief Accountant will authorize all wire transfers on behalf of the City. The City requires that wire transfers (both repetitive and non-repetitive) and secondary authorizations be made available via an Internet based system from the Strategic Financial Engagement

Department staff offices. All wires and transfers require initiation by an authorized user of the portal with secondary approval by the D Director of Strategic Financial

Engagement, Assistant Director of Strategic Financial Engagement, Financial

Relationships Group Manager, Chief Accountant, Accountant, or Staff Accountant.

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The City also requires the ability to verify incoming and outgoing wire transfers via an

Internet based system as well. In the event of computer problems or other unexpected difficulties, the Depository shall use whatever means necessary to ensure that the

City's outgoing wire transfers are completed on the date specified through City initiated instructions. The City agrees to advise the Depository of any changes in the name of the City employees authorized to initiate wire transfers on behalf of the City.

10. DEPOSIT SLIPS

The City uses three-part encoded deposit slips. The City requires the Depository to validate and return on a daily basis, to the Strategic Financial Engagement

Department, a copy of each deposit slip. Telephone notification is required for discrepancies in deposits and the City will designate a contact person.

11. RETURNED ITEMS

All checks deposited by the City that do not clear the first time, should be submitted a second time before returning them to the City. Returned checks that do not clear on the second attempt shall be returned to the City within two business days. The City shall receive same day telephone notification of all return items in excess of $5,000.

12. STOP PAYMENTS

The City will require the Depository to issue stop payments upon telephone or via

Internet based system notification (at the City's option) from authorized City personnel.

The City will provide all required confirmation documentation. The Depository will provide the City with written or computerized confirmation of each stop payment.

13. GENERAL ACH SERVICES

The City requires a robust ACH system with the capability to create ACH credits for direct deposit of payroll and vendor payments, and to direct debit customer accounts for Utility Billing charges and Cemetery charges.

14. FUNDS AVAILABILITY SCHEDULE

Attach the bank’s availability schedule and an explanation of how funds will be credited to the City’s account. Please explain any method the City could utilize to improve our availability of funds.

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15. POSITIVE PAY

The bank shall provide positive pay reconcilement services, where the bank electronically compares each check presented for payment against the database provided by the City. The bank shall notify the City of all exceptions by 10:00 A.M.

Please provide any other type of payment safeguards available for the City to utilize.

16. OPTIONAL SERVICES REQUESTED

This is an option to the depository proposal request. Any bank that is unwilling or unable to provide this service will not be excluded from the depository evaluations. Banks responding to the “optional services requested” section should provide a fee schedule for the indicated services, and any additional information to assist the City in evaluating the service.

1. Lockbox Services;

2. Credit/debit card processing and Telecheck (Merchant Credit

Card Acceptance);

3. Payment Kiosks System;

4. Any Enhanced Positive Pay Solutions;

5. ATM Equipment at various locations;

6. Accept Electronic Deposits;

7. Purchasing Card Program;

8. ACH Blocking/Filtering Capabilities;

9. Pay Cards/Debit Cards as payroll option;

10. Remote Electronic check acceptance;

11. NSF Processing and RCK;

12. Pre-Note Check resources outside of first initial payment made by the City.

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17. OTHER CONSIDERATIONS

1. Regulation Notices

The successful Depository shall notify the City in writing within ten (10) days of any changes in Federal or State regulations or laws that would thereafter affect the Depository Agreement. The Depository shall also notify the City of any service that becomes available to the City throughout the contract period.

2. Right to Cancel Contract

In the event it would be ruled illegal under the provisions of any Federal Statute or Regulation for the Depository to pay interest in the manner outlined in the RFP, the City expressly reserves the right and privilege to cancel the contract and re-advertise the RFP for Depository services.

3. Right to Audit Records

The Depository's records relating to the City of Coppell's accounts shall be open to review by either City staff members or City appointed independent auditors during normal business hours.

4. Contract Term

The term of the contract shall be the period beginning November 30, 2025 and ending November 30, 2030, or thereafter until a successor Depository has been selected. This contract shall be automatically extended up to ninety (90) days if the City is actively proceeding with re-proposal procedures but, for whatever reasons, cannot finalize the selection process by the end of the contract period.

All fees shall be fixed for the term; however, any FDIC premium increases may be passed through to the City upon thirty (30) day notice.

Depository agrees to honor and continue any investments made during the term of this contract that will mature after the expiration date at the same rate of interest.

This contract is governed by the laws of the State of Texas. Venue for any action related to this contract shall be exclusively in Dallas County, Texas.

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5. Contingent Merger

Notwithstanding any other provision of this agreement which may be to the contrary, this agreement and the respective rights and obligations of the parties hereunder shall remain in full force and effect and not otherwise affected by a merger of the Depository.

6. Continued Information Requirement

During the term of this contract, the Depository shall provide to the City annual financial reports to the shareholders and any public information concerning changes in the ownership, management, or financial position of the Depository or its parent.

7. Non-Performance

The…