Addenda_2_Questions_and_Clarifications_ RFP_Banking_Services.pdf

1140 Umpqua College Rd • P.O. Box 967 • Roseburg, OR 97470-0226 541-440-4600 • 541-440-4612 fax • 1-800-820-5161 www.umpqua.edu

ADDENDUM NO. 2

RESPONSES TO QUESTIONS AND CLARIFICATIONS

Solicitation No. S-P00590-00015769 RFP BANKING SERVICES Addendum Issue Date: February 3, 2026

Responses are provided to questions and clarifications relating to the RFP Banking Services Solicitation No. S-P00590- 00015769. Responses are provided for informational purposes only and do not modify the RFP unless expressly stated.

The following questions were received from multiple proposers. Questions have been organized by RFP section for ease of reference. The College has not modified the substance of the questions.

GENERAL QUESTIONS

Q1. Have you made any changes to internal advancements in technologies?

A1. The College continually evaluates its financial systems and processes to support efficiency, accuracy, and service delivery. Recent and ongoing efforts include maintaining current enterprise systems, regularly reviewing internal workflows, and remaining open to enhancements that improve productivity and customer value.

• The College is running the most current version of its ERP.

• The Accounting Department regularly reviews processes for improvement opportunities.

• The College welcomes insights from service providers on tools that help increase productivity and value to internal and external customers.

Q2. What is your current ERP/Accounting software?

A2. Banner Finance (Ellucian).

Q3. Do you foresee any changes in school structure that would impact your card program? Like adding additional departments or cardholders, changes in purchasing process, etc?

A3. The College does not anticipate any specific changes at this time that would materially alter the card program.

However, proposers should assume the program may evolve over the contract term to accommodate normal operational changes, including potential adjustments in departments, cardholders, or purchasing processes typical of a public higher education institution.

Q4. What innovations or strategies are important in maintaining your card program?

A4. The following are important to maintaining the College card program:

• Archiving card holder receipts & images.

• Dynamic approvals & limits for card use.

• A client portal that offers a broad range of end-user reporting tools.

• Mobile: receipt image capture, expense coding, and approval of expense reports.

• Extractable transaction data in conventional csv formats for ERP entry.

Q5. What pain points are you encountering with your card program?

A5. Current client portal does not accommodate many of the innovations mentioned above.

Q6. Has there been implementation of any audit or compliance requirements at the college level that the card program is not in incompliance with or can the card program help with that compliance?

A6. The College’s card program has not prompted any compliance issues to date.

Solicitation No. S-P00590-00015769

RFP BANKING SERVICES

Addendum No. 2 Questions and Clarifications

Q7. CPO Account Transfers – are these transactions originating through the bank or the State’s site?

A7. These transactions originate through the College’s banking platform, not the State’s site.

Q8. Are you pulling or receiving a Positive Pay report currently? If so, what cadence?

A8. Yes, daily.

Q9. Is there a requirement for two separate parent sweep accounts or could there be some consolidation assuming fraud protection was adequate?

A9. The College’s account structure requirements are defined in the RFP. Specific implementation details may be discussed with the selected proposer during implementation, provided all RFP requirements are met.

SECTION I – COLLEGE OVERVIEW

Q10. College Overview. Current Banking Provider & Contract Status. Can the College confirm whether the current banking relationship is expiring naturally or being terminated early, and whether the incumbent bank will be participating in this RFP?

A10. This RFP is being issued as part of the College’s regular due diligence and procurement process to evaluate available services and ensure alignment with institutional needs.

SECTION II. SCOPE OF SERVICES

Q11. Scope of Services Overview. Single-Bank Relationship Expectation. The RFP notes UCC’s intent to contract with a single financial institution while reserving the right to maintain additional relationships.

Should proposers assume UCC intends to consolidate all primary operating, payroll, and sweep accounts with the selected bank at contract start?

A11. Yes. Proposers should assume the College intends to consolidate primary operating, payroll, and sweep accounts with the selected financial institution at contract start, while reserving the right to maintain additional banking relationships as needed.

Q12. Banking Services, RFP Page 5. Total transaction volume for Merchant Services

A12. Approximate annual merchant transaction volume is 18,000 transactions per year.

Q13. Banking Services, RFP Page 5. Total Transacted dollars for merchant processing

A13. Approximate annual merchant processing volume is $3,000,000. In addition, the College processes approximately $1,000,000 annually in credit card–based procurement transactions.

Q14. Banking Services, RFP Page 5. Please elaborate on the number of Merchant IDs or description of separate accounts needed with terminal information

A14. The College currently maintains four (4) Merchant IDs, generally aligned as follows:

• Accounting & Finance – student payments and external/non-student transaction processing.

• Community Education – community-based program transactions.

• Hawk Shop (Campus Store) – retail operations; requires integration with Booklog point-of-sale software.

• Southern Oregon Wine Institute – program-specific transaction processing.

Q15. Banking Services, RFP Page 7. Can the College please provide any 3rd party software associated with the processing of credit and debit card transactions?

A15. Nelnet, Enrole, Booklog.

Q16. Banking Services, RFP Page 7. Can the College please provide merchant statements detailing processing volumes and card types for each active Processing Merchant ID?

A16. Detailed merchant statements by Merchant ID are not available at this time.

Addendum No. 2 Questions and Clarifications

Q17. Banking Services. Is Envisions Intellecheck a Third-party Sender sending payments on behalf of UCC?

A17. No.

Q18. If not, does the college upload ACH files through their current online banking portal?

A18. Yes.

Q19. Banking Services. As an ACH Originator – please describe the purpose for ACH Debits and ACH Credits.

A19.1 ACH Debits: Receipt, revenue, and deposit transactions.

ACH Credits: Electronic payments to vendors and refunds to students.

Q20. Banking Services. Please describe how the automated reconciliation is set up and what type of delivery channel is currently used?

A20. The College currently utilizes standard automated transaction reporting to support reconciliation.

• Transaction details: Cleared check details

• Delivery timing: Varies

• Delivery format: CSV file

• Images: PDF

Q21. Banking Services. Do you use any EDI delivery for Returns and NOCs?

A21. No.

Q22. Banking Services. What type of RDC scanners do you use today and how many scanners are needed?

A22. The College currently utilizes one bank-provided RDC scanner. CheXpress CX30.

Q23. Banking Services. How do you utilize your check images? In what format do you receive them?

A23. Check images are used for research related to returned or disputed checks and audit support. Images are received in PDF format.

Q24. Banking Services. Can the College provide an estimate of annual international wire volume and typical destination countries to help proposers appropriately size controls and pricing?

A24.1 The College does not currently process international wires.

• Are you paying in USD, local currency, or both? Not Applicable

• What is the purpose of international wires? Not Applicable

Q25. Conversion and Training; Exhibit 3 Desired Conversion Timing. Does the College have a preferred contract start date or conversion window (e.g., fiscal year start, payroll cycle alignment), or should proposers recommend an optimal timeline?

A25. The College prefers a transition aligned with fiscal year end, with conversion activities anticipated between June and August 2026.

Q26. Conversion and Training. Internal College Resources for Conversion. Can UCC clarify the anticipated level of internal staff availability for conversion activities (e.g., testing, training, parallel runs)?

A26. Part-time resources will be available for conversion activities, including testing and training

Q27. Mandatory Requirements; M3 Local Branch Requirement. Does the College require a full-service branch located specifically in Roseburg, or would a combination of nearby branch access and enhanced remote/cash-handling solutions be considered acceptable?

A27. Yes, a full-service branch in Roseburg is required.

Addendum No. 2 Questions and Clarifications

Q28. Mandatory Requirements; M3. Can the College provide estimated frequency and volume for cash and coin orders to ensure appropriate servicing assumptions?

A28. Cash and coin orders are typically placed four times per month. Each order is approximately $1-2K in cash and coin.

Q29. Mandatory Requirements; M5. Account Structure and Fraud Controls. Can the college break down the types of payees for checks issued ie; accounts payable, students, employees? What percentage of your issued items are going to each payee?

A29. Yes. Percentages are approximate: Accounts Payable = 37%, Students = 44%, Employees = 18%

Q30. Mandatory Requirements; 12. ACH Cutoff Confirmation. The RFP references a daily ACH cutoff around 2:00 p.m. for next-day crediting. Can the College confirm whether this cutoff is a firm requirement or if flexibility exists based on risk controls?

A30. Yes. This is a firm requirement, which must be Pacific Time.

Q31. Mandatory Requirements; M13. Financial Statements Submission. Will the College accept a bank’s publicly available audited financial statements and regulatory filings in lieu of customized financial summaries?

A31. Yes. The College will accept a bank’s publicly available audited financial statements and regulatory filings in lieu of customized financial summaries, provided they clearly address the financial information requested in the RFP. The College reserves the right to request additional information or clarification if needed for evaluation purposes.

Q32. Mandatory Requirements; M14. Collateralization Reporting Preferences. Does the College have a preferred reporting cadence or format for pledged collateral reporting beyond PFCP standard reporting?

A32. The College does not have a preferred reporting cadence or format beyond standard PFCP reporting requirements. Existing PFCP reporting practices are sufficient at this time. Vendors may describe additional reporting options for informational purposes.

Q33. Mandatory Requirements; M16. Merchant Services Scope. Can the College provide additional details regarding merchant card processing volume, number of departments, and average ticket size?

A33. The College has three departments with a total of 18,000 transactions and total annual amount of $3M.

Q34. Mandatory Requirements; M13. Financial Statements Submission. Will the College accept a bank’s publicly available audited financial statements and regulatory filings in lieu of customized financial summaries?

A34. See answer Q31.

Q35. Desirable Features; D2. Pricing Evaluation Weighting. In evaluating pricing, will the College place greater emphasis on lowest absolute fees or on overall value, transparency, and alignment with operational needs?

A35. The College will evaluate pricing as part of the overall proposal and will consider both the reasonableness of fees and the overall value provided. Emphasis will be placed on transparency, alignment with the College’s operational needs, and the total cost of services in relation to service quality and capabilities, rather than lowest absolute fees alone.

Q36. Desirable Features; D8. On-Campus ATM. Does the College have a preferred ownership model for the on-campus ATM (bank-owned vs. College-owned), and are surcharge-free transactions for students a priority?

A36. The College currently has an on-campus ATM that is not connected to the College’s primary banking relationship. While the College may consider ATM options as described in the RFP, ATM services are not a primary focus of this solicitation and will not be a significant factor in proposal evaluation or award.

Proposers may include ATM options for informational purposes only.

Addendum No. 2 Questions and Clarifications

Q37. Desirable Features, D9. Value-Added Services. Would the College prefer value-added proposals to focus primarily on student financial wellness initiatives, operational efficiency support, or broader institutional partnerships.

A37. The College’s primary interest is in value-added proposals that enhance operational efficiency and support student financial wellness. Broader institutional partnerships may be considered when they are clearly defined, low-risk, and do not require significant ongoing involvement from College staff.

Q38. If demonstrations are conducted, will they focus primarily on online banking usability, treasury workflows, fraud controls, or conversion approach?

A38. Demonstrations, if conducted, will focus primarily on online banking usability, treasury workflows, fraud controls, and service team interaction. Conversion approach may be discussed but will not be the primary focus of the demonstration.

Q39. Evaluation Criteria and Scoring, D6. Interview Participants. Can the College confirm whether interview scoring will include assessment of the proposed relationship team members who will be assigned post-award?

A39. No. The College may consider the proposed post-award relationship management structure, including key team roles and experience, as part of the interview process. Evaluation and scoring will be conducted in accordance with the RFP and will not be limited to any single factor.

SECTION III – INSTRUCTIONS TO PROPOSERS

Q40. Questions and Clarifications. Addenda Process. Will responses to proposer questions be issued as a formal addendum and posted via OregonBuys, and should proposers acknowledge receipt of addenda in their submission?

A40. Yes. Responses to proposer questions will be issued as a formal addendum and posted in accordance to RFP Section VI.A. RFP Modifications, Changes, Protest. Modifications (Page13) which states:

“Any change or modification provided by the Owner for this RFP or the documents included as attachments to this RFP shall be made by a duly issued Addendum made available to all firms on the UCC Purchasing website and OregonBuys. The Proposer is solely responsible for checking Office of Business Services - Purchasing - Solicitation Documents and/or oregonbuys.gov to determine whether or not any Addendum(s) are incorporated into the RFP by this reference.

UCC will not be responsible for any other explanation or interpretation of this RFP or the documents included as attachments to this RFP.

Failure to acknowledge Addenda may result in disqualification.”

SECTION IV – PROPOSAL RESPONSE AND SUBMITTAL REQUIREMENTS

Q41. Page Limits or Formatting Preferences. Are there any page limits, formatting preferences, or font requirements that proposers should be aware of beyond organizing responses in the order listed?

A41. This is answered in full in the RFP Section IV Proposal Response and Submittal Requirements pages 12-13 and Proposal Submission Checklist.

SECTION VIII – CONDITIONS FOR PROPOSERS

Q42. RFP Section VIII H. Insurance Requirements - Are there concerns with FDIC insurance limits? Would you like additional information on 100% FDIC backed sweeps with 100% Liquidity?

A42. No.

https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ https://oregonbuys.gov/

Addendum No. 2 Questions and Clarifications

EXHIBIT 2

Q43. RFP Section Exhibit 2, RFP Page 22. What is the average collected balance for the Analysis?

A43. The College maintains an average daily collected balance in sweep accounts in excess of $3 million.

Q44. Account Reconciliation – what does ARP stand for on Exhibit 2?

A44. Account Reconciliation Program

End of Document