Bank of America PUR7776 SS-25-040.pdf

PUR 7776 (Revised 07/2022) Page 1 of 3 Incorporated by Reference: Rule 60A-1.045, F.A.C.

DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

AGENCY: Florida Department of Corrections (FDC)

TITLE: Bank of America Short description of the commodity or service desired: The FDC is seeking banking services for the Department’s Inmate Trust Fund, Revolving Funds, Court-Ordered Payments Fund, and Employee Benefit Trust Fund (EBTF).

CONTACT

Name: Charlotte Shorter-Rumlin Address: 501 South Calhoun Street, Tallahassee, FL 32399-2500 Telephone: (850) 717-3700 Email: Purchasing@fdc.myflorida.com

Internal tracking number, if any: FDC SS-25-040

Date posted: November 20, 2024 Last day for receipt of information: December 16, 2024

This description of commodities or contractual services intended for purchase from a single source is posted in accordance with Sections 120.57(3) and 287.057(3), Florida Statutes (F.S.), and will remain posted for a period of at least 15 business days.

Commodity or Contractual Service Required (commodity or United National Standard Products and Services Code (UNSPSC), manufacturer, model, and description, as appropriate):

84121500 – Banking Institutions 84121600 – Funds transfer and clearance and exchange services

Quantity or Term (as appropriate):

Five (5) Year Term (60 months)

Requestor (division, bureau, office, individual, as appropriate):

Office of Financial Management, Bureau of Finance and Accounting Jeffrey R. Straley, Assistant Bureau Chief

Performance and/or Design Requirements (e.g. intended use, function or application, compatibility, requirements; reference to policy, rule, statute or other act of the Legislature, etc., as appropriate):

According to Sections 944.516 and 945.31, Florida Statutes (F.S.), the Department has the authority to maintain a trust account for each inmate and for each offender on probation. This

PUR 7776 (Revised 07/2022) Page 2 of 3 Incorporated by Reference: Rule 60A-1.045, F.A.C.

account manages money received for the personal benefit of the inmate and payments of offenders and establishes accounts outside of the State Treasury to collect and disburse court-ordered payments, including restitution. The Office of Financial Management, Bureau of Finance and Accounting currently manages nine (9) bank accounts outside of the Florida State Treasury.

These accounts support the Inmate Trust Fund, Inmate Release & Gratuity cards, EBTF, and the Court Ordered Payments (COPS) Fund.

The Department has established a strong partnership with Bank of America (BOA) to manage its accounting activities effectively. This collaboration has led to the creation of interfaces, the implementation of financial security measures, and the electronic disbursement of restitution to crime victims. BOA also manages electronic payments to County Clerks of Court to recover their costs and fees. This partnership ensures funding for inmates' medical co-payments, canteen purchases, and other expenses.

To enhance the financial management system, the Department must integrate its banking provider with the existing Inmate Trust and COPS systems based on outdated mainframe architecture. In addition to processing electronic deposits and payments, the Department issues over 20,000 checks monthly using these accounts and maintains a supply of blank checks.

The Inmate Trust Fund and COPS have accounting systems within the Offender Based Information System (OBIS) framework, utilizing electronic data transmission to BOA. They also have online access to banking information through BOA's online program, Cash Pro®, for daily check verifications, reconciliations, and Positive Pay processing. Additionally, in October 2018, the Department began using BOA's Digital Disbursement Program. This program, which integrates Cash Pro Online with the COPS accounting system, allows individuals to receive restitution payments via direct deposit.

Intended Single Source:

Bank of America, N.A.

P.O. Box 25118 Tampa, FL 33622-5118

Estimated Dollar Amount:

$140,000.00 annually for a five (5) year term

Justification for single source acquisition (what is necessary and unique about the product, service or source; steps taken to confirm unavailability of competition, as appropriate):

The Department partnered with BOA due to its established relationship with the Florida Department of Financial Services (DFS). Our systems are now integrated with BOA, which has 522 branches throughout Florida, facilitating timely cash deposits for our field offices.

PUR 7776 (Revised 07/2022) Page 3 of 3 Incorporated by Reference: Rule 60A-1.045, F.A.C.

Victims receiving restitution payments through Zelle, must enroll and link their accounts with BOA. Similarly, county Clerks of Court utilizing Automated Clearing House (ACH) payments must reconnect with the Department's banking system.

The EBTF must operate through separate accounts. The EBTF receives funding from proceeds generated by vending machines, staff canteens, car washes, recycling efforts, and other similar activities. Many of these services produce cash that needs to be deposited. Given that the Department operates over 150 facilities statewide, it is essential to work with a bank that has a significant number of locations throughout Florida.

Transitioning to another vendor would disrupt timely fund disbursement, impacting crime victims, local governments, inmates awaiting gratuities and offenders on probation.

It has been determined that BOA is the only vendor capable of meeting the Department's needs due to lack of competition and the risks associated with delayed fund disbursements and the essential nature of this service.

Approved By (names & titles, as appropriate, e.g., requestor, requestor management, information systems, budget, purchasing):

Charlotte Shorter-Rumlin, Purchasing Manager, Bureau of Procurement Alyssa Dillon, Strategic Sourcing Administrator, Bureau of Procurement Jeffrey R. Straley, Assistant Bureau Chief, Bureau of Finance and Accounting Lavitta Stanford, Director, Bureau of Finance & Accounting Eunice Arnold, Deputy Director of Contracting and Sourcing, Bureau of Procurement J. Olyn Long, Purchasing Director, Office of Financial Management

Prospective vendors are requested to provide information regarding their ability to supply the commodities or contractual services described. If it is determined in writing by the agency, after reviewing any information received from prospective vendors, that the commodities or contractual services are available only from a single source, the agency shall provide notice of its intended decision to enter a single-source purchase contract in the manner specified in Rule 60A- 1.045, Florida Administrative Code, and section 120.57(3), F.S.