Attachment_S_Banking_Questionnaire.xlsx
XLSX spreadsheet 32 KB Posted
- Solicitation number
- ITN-2025-9055-EK
- Issued by
- Volusia County, Florida
About this file
This is a Banking Questionnaire attachment for an Invitation to Negotiate (ITN-2025-9055-EK) issued by the School Board of Volusia County, Florida. The District seeks to establish a comprehensive agreement for banking services, purchasing card services, and merchant services to support its financial operations. The scope of services includes management of significant daily cash balances, high transaction volumes, complex fund structures, fraud controls, and real-time account visibility. The District requires integration with its Focus School Systems ERP platform and support for over 500 purchasing cardholders across multiple school locations. Services must encompass cafeteria payments, athletic event transactions, bookstore operations, and extended day program processing. The proposal due date is February 5, 2026, at 2:00 PM EST, with the buyer identified as Enid Kunce.
The questionnaire requires vendors to demonstrate extensive experience providing integrated banking, purchasing card, and merchant services to Florida K-12 school districts with enrollment exceeding 60,000 students and existing client bases managing over 500 purchasing cardholders. Vendors must detail specific merchant discount rates for all payment types, including card-present and card-not-present transactions, ACH fees, gateway charges, and mobile payment processing costs, along with available volume discounts. Additional requirements include evidence of compliance with Florida Statutes regarding public funds collateralization, SOC 1 and SOC 2 certifications, PCI DSS compliance, quarterly security scans, point-to-point encryption, tokenization services, and multi-factor authentication protocols. Vendors must provide comprehensive implementation timelines for service transition, data migration methodologies, parallel processing plans, and personnel qualifications with K-12 education sector experience. The questionnaire also addresses purchasing card program administration, fraud prevention tools, ACH and wire fraud prevention capabilities, Positive Pay services, zero balance account services, and willingness to offer transition or retention incentives.
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Sheet1
SCHOOL BOARD OF VOLUSIA COUNTY, FLORIDA
Invitiation to Negotiate # ITN-2025-9055-EK Banking Services, Purchasing Card Services, and Merchant Services Due Date: February 5, 2026 @ 2:00 PM EST Buyer: Enid Kunce Attachment "S" Banking Questionnaire
| # | Question | Vendor Response |
| 1 | Describe your integration experience with ERP platforms, including specific school districts where you have successfully implemented this integration. Detail your API connectivity methods, automated data exchange capabilities, real-time transaction synchronization processes, and standardized data formats utilized. How do you handle error management, exception reporting, and ensure data integrity during both batch processing and real-time transactions between your banking, purchasing card, and merchant services platforms with the ERP? | |
| 2 | Describe your experience providing integrated banking, purchasing card, and merchant services to K-12 school districts in Florida with enrollment exceeding 60,000 students. Include specific examples of current Florida school district clients where you manage comprehensive financial services with over 500 purchasing cardholders, detail the scope of services provided, transaction volumes processed including dollar volume or transaction count, and the duration of these relationships. | |
| 3 | Explain your compliance approach for Florida Statutes regarding public funds collateralization for school district deposits, including evidence of current collateralization agreements with other Florida school districts. How do you ensure compliance with SOC 1, SOC 2, and PCI DSS requirements, maintain quarterly security scans, implement point-to-point encryption for card-present transactions, provide tokenization services, and handle multi-factor authentication protocols for system access? | |
| 4 | Detail your merchant discount rates for all payment types including specific rates for card-present and card-not-present credit and debit transactions, ACH payment acceptance fees, gateway charges, and mobile payment processing costs. How do these rates apply to high-volume educational institution transactions for school cafeterias, athletic events, bookstores, and extended day programs, and what volume discounts are available based on the District's anticipated transaction levels? | |
| 5 | Detail your complete implementation plan for transitioning all services from current providers, including specific timelines for account setup, issuance of cards to over 500 users, terminal deployment across all school locations, Focus School Systems integration testing, data migration methodology for historical records, parallel processing periods, and validation protocols. Include the composition and qualifications of your implementation team with their specific K-12 education sector experience in Florida. | |
| 6 | Describe your purchasing card program administration capabilities supporting over 500 cardholders, including individual card limits with transaction controls, multiple approval hierarchies, real-time monitoring and alerts, customizable MCC blocking, ghost and virtual card options, EMV chip technology, mobile wallet compatibility, and Level III data capture. How do you manage tax-exempt status for Florida school districts and prevent unauthorized taxable purchases? Are you able to provide reports on taxable exceptions? | |
| 7 | Describe the assistance provided with recovery of fraudulent purchasing card transactions. | |
| 8 | Describe your ACH and wire fraud prevention tools, including debit blocks, filters, dual authorization requirements, call-back procedures, and exception handling timelines. | |
| 9 | Describe your Positive Pay services, including issue file transmission methods, exception decision timeframes, payee name matching capabilities, and support for zero balance account structures. | |
| 10 | Describe your zero balance account services, including daily sweep timing, funding mechanics, overdraft prevention, handling of holidays and non-business days, same-day settlement capabilities, and reporting provided to support reconciliation and audit requirements. | |
| 11 | Are you willing to offer any transition or retention incentives? | |
| Vendor Name (Print or Type):_____________________________________________________________________________________ |
Vendor Representative Name (Print or Type): _________________________________________ Date:________________________
Vendor Representative Signature (Blue Ink or Digital Signature):_____________________________________________________________ image1.png
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