Addendum 1 F1151-06 Banking Services for the City of Fayetteville.pdf

CITY OF FAYETTEVILLE, GEORGIA

RFP FI151-06

BANKING SERVICES

ADDENDUM NO. 1

March 14, 2023

BELOW ARE ITEMS THAT CREATE AN AMENDMENT TO CONTRACT DOCUMENTS FOR THE

PROJECT LISTED AVE:

ITEM NO. 1:

A deadline for all perspective Bidders to submit written questions for the project was established in proposed documents as 5:00 PM on Friday, March 10, 2023. Below is a list of all questions received by that deadline and the formal response to each question.

1. What accounting software does the city currently utilize? Do you expect to make any changes during the year? Tyler Tech. No changes are planned.

2. Please describe how you are using the account reconciliation service and what does that process entail? Currently not using a reconciliation service.

3. Will you provide a copy of the proposal in Word format? No

4. Of the 30 accounts maintained by the city, what is the breakdown of the types of account? 2 public funds, 2 SPLOST, 26 Government/Business accounts

5. Are the referenced monthly wire transfers between accounts considered Internal Transfers? No

6. Does the City initiate both Domestic and International Fed Wire Transfers to other recipients?

Domestic only

7. If currently using Remote Deposit Capture, how many scanners are currently deployed? What is the make and model of these scanners? Does the city own the scanners or lease them from the current financial institution? 6 scanners. Epson TS240199. We own the scanners.

8. Regarding Banking Materials. How many night deposit bags are used during a typical month? 25 disposable bags. What type of envelopes are needed? None. Does the city print their own checks for all accounts? Yes

9. How many accounts are you currently using ACH services? 13 Does the city initiate both debit and credit ACH files? Yes. Are you currently using ACH for accounts payable, water & sewer payment collection and payroll? Yes. If so, what is the frequency, number of files and maximum dollar amount of these ACH files? Approximately 15 files per week. Maximum dollar amount of up to 2.5 million.

10. We noticed that you are looking to implement Positive Pay; however, we see there is already a line-item charge on Attachment A. Please confirm if this is a service that you are interested in. We currently use positive pay and would like to continue to use positive pay.

11. Is the city looking to continue using a lockbox service or would you consider bringing that service back in house with the remote deposit capture? We would like to continue to use lock box AND have remote deposit capture.

12. Would the city consider moving the Purchasing Card service later to allow time for the core banking services to be established. No

13. Would the city like a Merchant Services quote? If so, can a merchant services statement be provided?

No

14. Would the City be interested in Integrated Payables? If so, please provide a vendor match file. No

15. The date for the one-year term should be updated to reflect 07/31/2024. Contract begins 08/01/2023-

07/31/2024. With the option of four additional one-year terms beginning 08/01/2024 and ending 07/31/2028.

16. How many overdrafts does the City typically have? Zero

17. What is the average balance that will be maintained in the checking accounts? $17,000,000 Will be a yearly average; once ARPA is depleted, this will be our average balance

18. If you are to moving funds to an investment vehicle, how much of the balances provided in question #1 would you use for the investment? Are there funds not included in question #1 that would be utilized for investments? We currently do not have any of our funds in an investment vehicle that are in the checking accounts and will not utilize that. We have a separate investment account where our reserves are sitting for the General Fund.

19. Can you provide your current credit card statements? No. Merchant services are not required.

20. Is it acceptable to ONLY submit an electronic response (via email)? We will attach separate PDF files of the

Response and the Cost Proposal within the same email. Please follow Special Instructions of RFP

21. If hardcopies are required, is the 1 electronic copy to be submitted via email or should this be provided on a

USB? USB

22. Please confirm the required copies instructions. Section 1.3.6 differs from specific instructions listed under the Purchasing cards section on pages 16-17. Please submit each as a separate cost proposal within your RFP Proposal

23. Please describe the City’s cash deposit process. Are deposits made at the local branch, cash vault, frequency, etc.? Deposits are made daily at the local branch

24. On attachment A, is the cash deposited quantity $45,219 per month? Yes

25. If multiple scanners are utilized, please advise if scanners are utilized at various locations. All scanners are located within the City Hall building

26. It appears the City currently utilizes Remote Deposit Capture (RDC) and Lockbox. Please provide additional information regarding the City’s check deposit process. For which account(s) and purpose does the City utilize RDC versus Lockbox? Lockbox is used for citizens to mail in their payments, RDC is used for citizens making payments in person or by night drop. Up to 5 accounts are used with RDC.

27. How often is currency ordered from the branch? What is the average dollar amount of currency ordered each month? Not often. Less than $200/month.

28. Please confirm the number of ZBA Master Accounts and ZBA Sub Accounts the City is considering. Zero

29. Is your current provider scanning the front and back of check images? Yes

30. In what format would you like to receive the deposit document detail and / or remitter information:

• Would you like envelopes included in the imaging process? Yes

• Would you prefer your original documents returned or properly archived, then destroyed?

Originals returned

31. Do all of your customers return remitter/document detail with each payment? Yes

32. Do your checks come back with a coupon? Yes. If so, do you use only one type of coupon, or do you have various coupon types? Various

33. Please provide a sample invoice and mark information on the invoice you may want collected and sent to you via a transmission. Can be discussed during interview.

34. What is the average monthly spend on the current card program and monthly credit limit? Approx 20k

35. What is the current cycle period and payment terms? Monthly, Net 30

36. Are transactions limited to travel and entertainment charges? No. Is there a single transaction limit restriction for cardholders? No.

37. How are cardholders currently coding and submitting their transactions/statements? With POs. How are receipts provided? Staff turn in receipts with POs to AP. What is current Accounts Payable software? Tyler Tech

38. Are there any challenges with the card program? No

39. Do you currently pay any vendors (one-time or reoccurring) with a card? Yes. If so, are they paid with a static (same) card # each time or is a single-use virtual card account used? Whoever pays the vendor uses the card issued to them.

40. Are reward points or a cash rebate/statement credit associated with the account? No

41. Do you have a logo on the cards? No

42. Can you provide a vendor list? No

43. Page 14, Section B of the proposal states the City requires Direct Deposit of Payroll capabilities for bi-weekly payroll. Please confirm:

• Does the City submit the bi-weekly file to the bank; or, does the City utilize a third party payroll provider? City submits to bank directly.

44. Will all accounts require previous and current day information reporting? Yes

45. What type of special reports do you currently receive? None

46. On page 15, the City mentions daily email notifications listing rejected items with reason for rejecting is required. Please clarify the type(s) of rejects (returned items, positive pay exception items, etc.).

Returned items, positive pay exception items, etc. Please provide an example of current notification.

Can provide during interview.

47. Does the City currently retrieve copies of statements (Bank, Account Analysis, and Reconciliation) online; or, are they provided via email? Yes, online.

48. Section A, page 13 - Please clarify the collateralized requirements, as Truist participates in the Georgia Secure Deposit Program (Multibank Contingent Liability Pool) and is only required to collateralize at the 75 percent collateral tier at this time. We are willing to discuss. Please provide supporting documentation in proposal.

49. we could have Attachment A in an Excel format. Please convert analysis provided in addendum.