City_of_Tucson_Banking_RFP_240172_Evaluation_Questions_UPDATED.xlsx

XLSX spreadsheet 94 KB Posted Apr 12, 2024

Attached to: General and Merchant Banking, pCard, Debit Card, Cashiering, and Payment Acceptance
Solicitation number: 240172
Issued by: Pima County, Arizona

About this file

Written by GovTribe AI · Sep 22, 2025

This document is a comprehensive Request for Proposal (RFP) issued by the City of Tucson, Arizona, seeking qualified financial institutions to provide a wide range of banking and financial services. The RFP covers eight distinct service groups: General Banking Services, Institutional Custody Services, Merchant Card Processing, Commercial Card Services, Payroll/Prepaid Debit Card Services, Cashiering System, Payment Acceptance for City Utility Payments, and Corporate Trust Services. The City is looking for a comprehensive banking solution that can handle multiple aspects of their financial operations, with PFM Group Consulting LLC assisting in the RFP process and evaluation. The proposal requires detailed responses across various dimensions including qualifications, experience, technical capabilities, customer service, reporting, fee structures, implementation plans, and innovative service ideas.

The RFP emphasizes a holistic approach to banking services, with a focus on flexibility, technological integration, and cost-effectiveness. Respondents are required to provide extensive details about their platforms, including API capabilities, integration potential with existing systems like Workday and Naviline, security protocols, and fee structures. The City seeks competitive pricing, with particular attention to earnings credit rates, transaction fees, and potential rebates. The proposal encourages innovative solutions that can streamline the City's financial processes, reduce operational complexity, and provide robust reporting and security measures. While implementation and transition fees are a consideration, the City is open to waiving these for the most comprehensive and competitive proposal that meets their complex banking service requirements.

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Other files

File	Type	Posted
General_and_Merchant_Banking,_pCard,_Debit_Card,_Cashiering,_and_Payment_Acceptance_(Addendum_#8_Revision).pdf	PDF	May 2, 2024
City_of_Tucson_Investment_Policy.pdf	PDF	May 2, 2024
Appendix_F_-_Utility_Bill_Redesign_RESIDENTIAL_.pdf	PDF	Apr 26, 2024
Appendix_E_-_Sample_Lockbox_Correspondence.pdf	PDF	Apr 26, 2024
City_of_Tucson_Pricing_Pro_Forma_UPDATED.xlsx	XLSX spreadsheet	Apr 26, 2024
Appendix_D_-_Bond_Issues.pdf	PDF	Mar 26, 2024
Appendix_C_-_Commercial_Card_Consortium_Participants.pdf	PDF	Mar 26, 2024
Appendix_B_-_Institutional_Custody_Portfolios.pdf	PDF	Mar 26, 2024
Appendix_A_-_Sample_Lockbox_Remittance_Document.pdf	PDF	Mar 26, 2024
FTA_TERMS_AND_CONDITIONS.pdf	PDF	Mar 20, 2024
5369-B.PDF	PDF	Mar 20, 2024
COT_ARPA_Terms_and_Conditions.pdf	PDF	Mar 20, 2024
Offer_and_Acceptance.pdf	PDF	Mar 20, 2024

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ALL RESPOND

City of Tucson

INFORMATION REQUESTED

Qualifications and Experience All firms must respond to this section.

		Responding Firm Name
A	Overview

(All firms must respond to this section.)

1	Provide a general overview and brief history of your organization, including parent and/or subsidiary companies and number of employees.
2	Describe the experience of the firm in providing similar services for other government entities.
3	Complete the following table with current credit ratings by Standard & Poor’s Rating Services, Moody’s Investor Services, and Fitch Ratings. If the firm is not rated by these rating organizations, provide other evidence of the firm’s financial strength.
	Standard & Poor's Rating
	Firm/Bank
	Short-Term Unsecured Senior Debt
	Long-Term Unsecured Senior Debt
	Bank Holding Company
	Short-Term Unsecured Senior Debt
	Long-Term Unsecured Senior Debt
	Moody's Investor Services
	Firm/Bank
	Short-Term Unsecured Senior Debt
	Long-Term Unsecured Senior Debt
	Bank Holding Company
	Short-Term Unsecured Senior Debt
	Long-Term Unsecured Senior Debt
	Fitch Ratings
	Firm/Bank
	Short-Term Unsecured Senior Debt
	Long-Term Unsecured Senior Debt
	Bank Holding Company
	Short-Term Unsecured Senior Debt
	Long-Term Unsecured Senior Debt
4	Discuss the firm’s current capital structure, adequacy, and coverage. Provide the following statistics for the last reporting period:
a	Total Risk Based Capital Ratio
b	Tier 1 Risk Based Capital Ratio
c	Tier 1 Leverage Capital Ratio
5	Include an electronic copy of the most recent audited annual financial statements.
City of Tucson

INFORMATION REQUESTED

All firms must respond to this section.

		Responding Firm Name
B	Control

(All firms must respond to this section.)

	General Security and Compliance
1	Describe the firm’s procedures for complying with the U.S. Treasury Department’s Office of Foreign Assets Control (OFAC) regulations. When was the last time an independent test of the firm’s OFAC program was conducted by internal audit, outside auditors, consultants, or other qualified independent party?
2	Include a copy of the firm’s most recent reports issued in accordance with the Statement on Standards for Attestation Engagements (SSAE) No. 18 for any processes or systems relevant to the services proposed by the firm, under this RFP.
3	Will the firm have access to Personal Identifying Information (PII)?
4	Will/Does the firm have access to credit and/or bank account data of City customers or employees?
5	Will the firm have access to Critical Networks (SCADA, PCS)?
6	Will the firm be storing any City data on its systems?
7	Does the firm have a published/documented Cyber Security Program?
8	Does the firm have necessary SOC (1 or 2 depending on system) certifications?
9	Has the firm ever had a Cyber Security Breach?
10	Does the firm have a Cyber Security Incident Response Plan (CSIRP)? Provide an electronic copy of the firm’s Plan via website, CD-ROM, or flash drive.
11	Does the CSIRP include notifying all customers of an event even if there appears to be no impact?
12	List the types and amounts of insurance and bonding carried. Provide copies of the insurance certificates.
13	Does the firm carry Cyber Liability Insurance? If so, list the types and amounts/limits carried.
14	Is the firm compliant with relevant regulations and frameworks (e.g., GDPR, HIPAA, NIST)?
	Firm Operations and Practices
15	Describe the backup and recovery capabilities in the event the proposed systems are unavailable. Who would the City contact to initiate day-to day transactions if online capabilities and functionality are temporarily unavailable?
16	Describe the process and procedures for providing notification of technology changes, such as file content/structure, and new/modified data availability reporting changes to the City.
17	Will the firm be performing work offsite?
18	If work is performed offsite, is it offshore?
19	Will the firm require remote access to City of Tucson Systems?
20	Will the firm require administrative access to City of Tucson Systems?
21	Will the firm be working on any Cyber Security Solutions?
22	Are any resources provided by firm contractors?
23	Does the firm do background checks on its employees and contractors?
24	Does the firm provide regular Cyber Awareness training to its employees/contractors?
25	Does the firm follow a specific project management discipline?
26	How long has the firm been in business?
27	Will firm employees/contractors be using their own equipment or City equipment?
28	Will the firm be using mobile devices (Laptops, Tablets) on the project?
29	Does the firm use appropriate security tools such as Anti-virus, Firewalls etc., to protect its computers?
	Data Management and Privacy
30	How does the firm ensure the confidentiality, integrity, and availability of data?
31	What data encryption standards does the firm adhere to both in transit and at rest?
32	Describe the firm’s data retention and destruction policies.
33	Can the firm ensure data localization if required by law or policy?
34	How does the firm manage data access controls and authentication?
	Incident Management and Response
35	What is the firm’s process for identifying and responding to security incidents?
36	How frequently does the firm conduct penetration testing and vulnerability assessments?
37	Does the firm have a process for regularly updating and patching systems?
38	In the event of a data breach, what is the timeline for notifying the City?
39	Does the firm conduct post-incident analysis and offer mitigation strategies to prevent future occurrences?
	Additional Considerations
40	What are the firm’s policies on continuous security monitoring and assessment?
41	How does the firm ensure the security of its supply chain?
42	Does the firm offer any security guarantees or warranties?
43	How does the firm handle legal requests for data?
City of Tucson

INFORMATION REQUESTED

All firms must respond to this section.

		Responding Firm Name
C	References

(All firms must respond to this section.)

1	Provide a minimum of at least four (4) current professional references who may be contacted for verification of your professional qualifications to meet the requirements set forth herein. The City of Tucson strongly prefers references from government entities similar in size and requirements to the City.
	Reference #1
	Entity name
	Contact name
	Contact title
	Contact phone number
	Contact email
	Product/service provided
	Date(s) services were furnished
	Reference #2
	Entity name
	Contact name
	Contact title
	Contact phone number
	Contact email
	Product/service provided
	Date(s) services were furnished
	Reference #3
	Entity name
	Contact name
	Contact title
	Contact phone number
	Contact email
	Product/service provided
	Date(s) services were furnished
	Reference #4
	Entity name
	Contact name
	Contact title
	Contact phone number
	Contact email
	Product/service provided
	Date(s) services were furnished
City of Tucson

INFORMATION REQUESTED

All firms must respond to this section.

		Responding Firm Name
D	Sample Contract

(All firms must respond to this section.)

1	Provide a sample of the proposed contract for your firm’s services. Provide samples of all other documents which will need to be signed/entered into related to the provision of the services requested in this RFP including any documents referenced or incorporated into the contracts/agreements. Please note that the City’s contract will take precedence and any other provided contract documents would be supplemental.
2	It is the City’s intent to incorporate the Request for Proposal and your firm’s proposal response as part of the overall contract. Identify any sections of your proposal that you would not be able to incorporate into a contract with the City and explain why. It is not acceptable to exclude the entire proposal.
City of Tucson

INFORMATION REQUESTED Fee Proposal

All firms must respond to this section.

		Responding Firm Name
E	Pricing & Account Analysis

(All firms must respond to this section.)

1	Fill out the attached Pro forma(s) for Service Group(s) 1, 2, 3, 4, 5, 6, 7 and 8.
2	For how long will the firm guarantee the proposed fees for each Service Group? Complete the following table:
	Fee/Rebate guaranteed at proposed pricing for how many years?
	Service Group 1: General Banking Services
	Service Group 2: Institutional Custody Services
	Service Group 3: Merchant Card Processing Services
	Service Group 4: Commercial Card Services
	Service Group 5: Payroll/Prepaid Debit Card Services
	Service Group 6: Cashiering System
	Service Group 7: Corporate Trust Services
3	The City desires the fees for as many services possible to be billed through their analysis statement and offset using compensating balances. If the same bidder is successful for SG1: General Banking and any other Service Group, can the City’s fees from the other Service Groups be paid with compensating balances? For example, if the same bidder is successfule for both SG1-General Banking and SG3 - Merchant Card Processing, can the Merchant Card processing fees be paid using compensating balances? Provide details as to all services can be offset with compensating balances?
4	If the City chooses to use compensating balances, are there any charges that could not be paid in this way?
5	Are you willing to offer any transition or retention incentives? If an incentive is a monthly fee waiver, please indicate when the fee waiver would apply (i.e., upon contract signing, when the accounts are initially opened or when services are substantially implemented)?
6	Are there any additional price breaks or incentives if more than one Service Group is awarded to your firm?

SG1-General Banking City of Tucson

INFORMATION REQUESTED

Service Group 1: General Banking Services Only firms proposing for Service Group 1 should respond to this section.

Method of Approach

	Responding Firm Name
Service Group 1: General Banking Services

(Only firms proposing for Service Group 1 should respond to this section.)

1	Confirm that the firm is able to meet all of the requirements listed in Statement of Work Section D – Service Group 1: General Banking Services. (Confirmed / Not Confirmed)
2	Provide the name, title, address, phone number, and email address of the primary contact person(s) assigned to this account.
	Service Group 1: General Banking Services
	Relationship Manager / Product Specialist
	Name
	Title
	Address
	Phone Number
	Email Address
	Routine (Day-to-Day) Requests - Individual and/or Department
	Name
	Title
	Address
	Phone Number
	Email Address
3	Name the individuals who will work with the City on a regular basis. Information must include:
	Service Group 1: General Banking Services
	Name
	Proposed Role
	Location
	# Years' Experience with other Government Entities
	# Years in Field
	# Years with Firm
	# Client Relationships Responsible For
	Name
	Proposed Role
	Location
	# Years' Experience with other Government Entities
	# Years in Field
	# Years with Firm
	# Client Relationships Responsible For
	Name
	Proposed Role
	Location
	# Years' Experience with other Government Entities
	# Years in Field
	# Years with Firm
	# Client Relationships Responsible For
4	Describe the firm's policy on changing the primary contact person on an account at the firm's discretion.
5	After the initial transition, how often will the primary relationship manager attend on-site meetings with City staff?
5	Describe a typical meeting agenda for this on-site meeting.
6	Customer Service
a	For routine day-to-day transactions, will the firm assign a specific customer service representative, or will a customer service department be assigned?
i	If a specific representative will be assigned, provide biographical information for the individual that will be assigned.
ii	What is the day-to-day availability of the customer service representative?
iii	Will a backup customer service representative be assigned?
iv	If a customer service department will be assigned, describe how the individuals responding to issues will be aware of the City’s account history and needs.
v	What are the hours of operation of the customer service unit involved in supporting the proposed services?
vi	If the City calls with issues, how are these issues tracked and reported?
b	How are relationship managers kept apprised of day-to-day requests? At what point will the relationship manager be notified and get involved if an issue can’t be resolved?
c	How will the City be apprised of known upgrades or maintenance that result in downtime or service interruptions?
7	IT Resources
a	Will the firm provide a dedicated IT liaison to work on set-up, file transfer, testing, and troubleshooting/issue resolution?
b	During what hours is technical support available (specify time zones)?
c	What API are available on your platform that would be useful to the City?
8	Branch Services
a	Complete the table with the number of branches the firm has within 10 miles and the address of the closest branch.
	255 W. Alameda St.

Tucson, AZ 85701

b	Is the firm willing to cash City payroll checks drawn on an account held at another financial institution?
i	If yes, will a check cashing agreement be required? If yes, include a copy.
ii	Is the firm willing to cash these checks at no charge to the City or the presenter?
9	Remote Deposit Capture (“RDC”)
a	Describe the firm’s ability to process checks by RDC.
b	Is the City’s existing RDC terminal (Panini Vision X) compatible with your system?
c	If the City needs replacement or additional RDC equipment, what equipment would the firm recommend?
d	Does the firm verify that an item hasn’t been previously deposited? If so, for how many prior days does duplicate detection service check?
e	How does a user select which account an RDC deposit will be made into (i.e., drop down menu, key entering account number, other)?
f	Is there a limit on the number of checks that can be contained in a single deposit? How many checks would you recommend be processed in a single deposit?
g	What is the ledger cutoff time for items processed by RDC to receive same-day ledger credit?
h	How and when will items not meeting acceptable image quality standards be alerted to the user?
i	How will the City be notified of deposit adjustments for RDC items? Will the City receive a copy of the check image when there is a deposit adjustment?
j	For how long are electronic check images of items deposited by RDC stored and available for viewing on the firm’s website?
10	Lockbox Services
a	Describe the firm’s experience providing lockbox services to other government entities.
b	Third-Party Process
i	Does the firm operate its own lockbox, or does it use the services of a third-party?
ii	If a third-party lockbox is used, name the lockbox operator and the length of time the operator has had a relationship with your firm for lockbox processing.
iii	If there are service or quality issues, who would the City call for resolution, the firm or the third-party processor? Provide contact information.
c	What type of lockbox solution are you proposing for the City’s current lockbox (wholesale, retail, wholetail)?
d	Location
i	Where do you propose processing lockbox items?
ii	How many employees work at the proposed location?
iii	Is any of the data keying performed remotely or at a location outside of the United States? If so, where?
e	P.O. Box
i	Can the City’s existing P.O. Box in Los Angeles, California, be used, or will the firm provide one?
ii	How will mail be transported to the firm’s processing facility? What fees will be charged to the City for transporting the mail?
iii	Will there be additional mail float time?
f	What was the average monthly volume for the lockbox operation that would process the City’s payments during the last twelve months (items, dollars, number of lockboxes, and number of customers)? What percentage of the items processed during the past twelve months were government entity related?
	Number of Items
	Average Monthly Volume
	Percentage Related to Government Entities (%)
	Total Dollars
	Average Monthly Volume
	Percentage Related to Government Entities (%)
	Number of Lockboxes
	Average Monthly Volume
	Percentage Related to Government Entities (%)
	Number of Customers
	Average Monthly Volume
	Percentage Related to Government Entities (%)
g	Will you process and deposit all the City’s payments on the same ledger day as received? If not, when are these items deposited?
h	What is the ledger cut-off time for lockbox deposits (include weekends and holidays)? What is the latest mail pickup to be included in the current day’s deposit?
i	Describe the lockbox department’s processing workflow. Include schematics or flow charts of the processing procedures and equipment used.
j	Will you provide a document to the City outlining the processing procedures for each lockbox? If so, provide a sample of this document for a similar type of lockbox.
k	If a payment is received without the remittance document, does the firm offer any technology that can aid in determining the customer account?
l	Exception Items
i	Describe the firm’s procedures for processing exception items.
ii	Can the City review exception items online?
iii	Can business or workflow rules be established for decisioning exception items?
iv	How long can items remain in the queue awaiting a decision by the City?
v	If items can remain in queue awaiting a decision for only a certain period, what happens to the item if left undecided (i.e., the check and remittance document is returned in the mail, the check is processed, but the remittance item is returned, other)?
vi	Are emails sent to authorized users alerting them that an item is awaiting a decision?
vii	What solutions does the firm offer to prevent items for other municipalities/entities from being processed with the City’s activity?
m	Remittance File
i	How soon after the lockbox cut-off will daily lockbox remittance files with transaction detail be transmitted to the City?
ii	If your firm is proposing a lockbox remittance file sent by electronic file transmission, will remittance files be transmitted as text files or in another format?
iii	How much flexibility would the City have to customize the specifications of data fields in remittance files?
n	Lockbox Portal
i	Describe the reporting capabilities of the firm’s web-based lockbox portal.
ii	How quickly after processing the daily work are images available for viewing?
iii	What retention options are available for these images?
iv	For a given day’s lockbox activity, at what time of day can you report the total amount that will be credited to the City’s account?
v	If correspondence or other non-payment documents are included in payment envelopes, how will these documents be transmitted to the City and at what time?
vi	Can the firm’s lockbox portal provide a notification to the City when correspondence has been scanned and is ready to be viewed?
vii	Do you offer any web-based document search and electronic archiving? If so, does the system allow searches on any data field?
o	Describe any services or features added to the firm’s lockbox solution, specifically related to processing government payments.
11	Kiosks - New Service
a	Fully describe your ability to accept payments through Kiosks, including where your kiosks are located within the state of Arizona.
b	Describe your fee structure and fees for such services.
12	Returned Item Processing
a	Can the firm provide online access to electronic images (front and back) of returned items to the City? How soon after an item is returned can these images be accessed?
b	Can the firm provide a detailed return item transmission to the City? Can this report identify the payer’s name, depositing location, deposit date, and type of item being returned?
c	Provide a screen shot of the details available for a returned check. (Note: Please include this returned check screen shot in the body of your proposal response versus referring to an attachment or appendix.)
13	Availability of Deposits
a	How does the firm determine and calculate availability of deposited items? Does the firm calculate availability by item or formula?
b	Does the firm give immediate availability for on-us items?
c	Provide a copy of the availability schedules the firm proposes to use for the City.
14	eLockbox Services
a	Does the firm offer eLockbox services for payments made from consumer bill payment service providers? Describe the firm’s eLockbox service.
b	Which clearing networks does your firm work with to facilitate processing of eLockbox payments?
c	Will the City be able to require field specifications for customer account numbers?
d	What type of validation routines can be used to identify, filter, and repair invalid payments? If a payment is identified as invalid, can the City repair the transaction with an online exception repair tool?
15	Check Disbursements / Positive Pay
a	Does the firm offer payee positive pay?
b	Is payee information a searchable field within the firm’s online reporting system (i.e., can you enter “ABC Company” and any disbursement checks to “ABC Company” will be retrieved)?
c	Can an email notification be sent to specific users alerting them that there is an exception item to review? What other notification methods are available?
d	At what time will the City receive the information on exception items? How much time will the City have to review discrepancies and notify the firm to accept or reject?
e	What are the options for transmitting check issuance information to the firm for positive pay services?
f	Does the firm confirm receipt of transmission files? If so, what options are available for the City to receive confirmation?
i	How and when is the City notified if a file transmission fails?
g	How quickly will transmission files of additional checks and/or recently voided items be available across the firm’s platform (including branch tellers)?
h	Does the firm offer the ability to manually enter one-time check disbursements issued during the day outside of the regular batch file? How quickly will the teller line receive this information?
i	How is payee information captured from the physical checks? What steps does the firm take to prevent exception items being flagged due to erroneous capture of payee information?
j	Can stale-dated checks be reported as exception items?
k	If a check is deposited by the payee using mobile technology and the payee attempts to deposit the item a second time, will your firm's positive pay service identify this item as an exception, or will it be automatically returned as a “check previously paid” item? How does this item appear in the City’s daily reports?
16	Stop Payments
a	What initial term options are available for stop payments?
b	Does the fee for a stop payment vary based upon term?
c	Will the system automatically verify if a check has been paid before processing the stop payment?
d	Is there a report that lists stop payments that are set to expire?
e	Can stop payments be automatically renewed? If so, for how long?
17	ACH Processing
a	What ACH file transmission options are available?
b	When does the firm need the file for payments to be made on a same-day, next-day and 2-day settlement? Please complete the following table:
	Deadline for File Transmission
	Same-Day
	Next-Day
	2-Day
	Deadline for Online Batch
	Same-Day
	Next-Day
	2-Day
c	Discuss the firm’s methodology for determining debit and credit exposure limits.
d	What approvals would be needed to release a file that exceeded the City’s daily exposure limit?
e	Can transactions be added online for future processing dates? What is the firm’s maximum retention for future dated transactions?
f	Same Day ACH
i	Does the firm offer same day ACH capability?
ii	If so, how does the firm determine on what day to send the payment (date of receipt of payment file, payment date on file, other)?
g	Does the firm provide automatic file receipt acknowledgements? If so, how is the acknowledgement transmitted? (Yes / No)
	Phone
	E-mail
	Fax
	File transmission confirmation
	Other (please specify)
h	How are returned and rejected ACH transactions handled?
i	What information does the firm provide to assist in identifying returned and rejected ACH transactions?
ii	When is this information available?
i	If an individual ACH transaction within a file is rejected, will the entire file be rejected and not processed? How will the individual rejected ACH transactions be communicated?
j	Provide a screen shot of the information returned for an ACH NOC (Note: Please include this screen shot in the body of your proposal response versus referring to an attachment or appendix).
k	What is the process for the City to submit file/item reversals and deletions?
k	Will the bank provide confirmation when a file/item reversal or deletion is submitted by the City?
l	How can the City gain access to addenda information (i.e., CCD, CCD+ and CTX) for incoming ACH transactions?
i	Can this information be viewed online with current and previous day reporting, or does the City need to download special EDI reports?
m	Describe any account validation services that are available for clients to comply with NACHA’s requirement for instituting Supplemental Fraud Detection Standards for Web Debits (i.e., Giact, Early Warning, etc.).
n	Can these account validation services be used to verify the correct payee is paid for ACH credits initiated by the City?
18	Fraud Protection & Controls
a	What controls are in place to protect against lost files, duplicate transmissions, and ACH file edits?
b	Describe the firm’s ability to block unauthorized ACH debits received. If the firm provides ACH debit filtering, what level of filtering can be applied (originator, originator & dollar amount, etc.)?
c	With ACH debit blocking, can the firm provide reports to the City of attempts to debit funds that have been automatically rejected?
d	Does the firm offer ACH positive pay (ability to make pay/no pay decisions on unidentified transactions)? What is the timeframe for receiving exception information and providing a decision?
e	Can accounts be designated “post no checks” to prevent any check from clearing? Is positive pay required?
19	Wire Processing
a	Fill in the following table with the cutoff time for an outgoing domestic wire by origination method.
	Outgoing Domestic Wire
	Online
	Phone
b	Once the firm is in receipt of wire instructions, how long does it take the firm to send the wire?
c	Does the firm release wires immediately or are they released by batch?
d	Describe the system's security features.
d	Can varying degrees of authorization be set (i.e., multiple authorizers, maximum dollar amounts, etc.)?
e	In the event the City cannot access the firm's online portal, what methods are available for wire initiation?
e	Describe the process the City should follow to initiate a wire transfer outside of the firm's online portal.
20	System Administrators
a	Do all the solutions proposed for general banking reside in a single online platform, or are multiple platforms used? If multiple platforms are used, are separate credentials required/necessary?
b	What capabilities and functionalities do administrators have?

(Yes / No)

	Create new user profiles
	Assign usernames for new users
	Reset user passwords
	Authorize users to access specific modules
	Temporarily disable a user’s account defined period of time and have the account automatically reinstated on a future date
c	When setting up a new user, can a current user’s privileges be copied for the new user?
d	Does the firm use a secure email service to facilitate confidential communication with City employees? If so, describe your solution. Are additional fees associated with this service?
21	Online Reporting System
a	Describe the firm’s experience working with other government entities who use Workday as the ERP system.
b	How soon after the cut-off date are the following items ready?
	Online
	Bank Statements
	Full Reconciliation Information
	Account Analysis Statement
	By Mail
	Bank Statements
	Full Reconciliation Information
	Account Analysis Statement
c	Describe any recent or upcoming major upgrades to your online reporting system.
d	What time is previous day information available?
e	What time will previous day BAI2 files be available?
f	Complete the following table indicating how long each item is available online.
	Standard Term
	Prior / Previous Day Reporting
	Monthly Account Statements
	Images of Items Deposited Through RDC
	Images of Items Deposited Through Lockbox
	Images of Returned Deposited Items
	Optional Terms Available
	Prior / Previous Day Reporting
	Monthly Account Statements
	Images of Items Deposited Through RDC
	Images of Items Deposited Through Lockbox
	Images of Returned Deposited Items
g	In what file formats can transaction data be downloaded? Can the activity be downloaded into Excel?
h	What technology options would you recommend the City use for archiving deposited check images?
i	For images of deposited checks that are accessible online, does the firm charge per image stored or per image accessed?
j	Can electronic reports be customized by users within the firm’s online platform? Can these customized reports be saved? Can the templates be shared with other users?
k	Can electronic reports be scheduled to be generated automatically and e-mailed to designated users?
l	If an City employee is terminated or resigns, can their customized reports be transferred to or accessed by another employee?
m	Can the firm’s online reporting system send e-mail alerts?
n	Describe any software that will be needed to be installed on City computers to conduct banking activity (i.e., accessing the online system, transmitting daily BAI2 files, etc.).
o	Describe any mobile applications that you offer for smartphones or tablets. What banking services can be completed using these applications?
o	Complete the following table indicating which banking functions can be completed through the mobile applications.
	Banking Function

(Yes / No)

	Initiate a repetitive wire
	Provide secondary approval for a wire transfer
	Decision of ACH positive pay items
	Reset a user’s password
	Obtain balance reports
	Deposit an individual check
	Availability of soft token for multi-factor authentication
	Biometric log-on capability
p	Are tokens required for all users accessing the online reporting system, including those that access the system for view-only access?
q	What type of multi-factor authentication options are available?
	Type

(Yes / No)

	RSA SecureID Token
	Mobile Token
	Phone Call-Back Token
	Other (please list)
r	How does the firm administer and monitor two-factor authentication?
22	Investment Option or Interest-Bearing Bank Deposit

(If you are proposing more than one sweep vehicle, please make sure each of the following questions is answered for each option.)

a	What short-term investment vehicle(s) or interest-bearing account(s) does the firm propose to use for the overnight sweep of the City’s demand deposit accounts? If the firm is proposing a money market mutual fund, identify the class of shares by providing the ticker symbol or CUSIP.
i	Provide the current/proposed rates of the short term investment vehicle(s) or interest bearing account(s).
b	Does a reserve requirement apply to any of the proposed options? If so, specify which.
c	Will the firm assess any balance-based charge to the City?
d	If the firm assesses a balance-based charge, what is the current charge for an entire year on a $1,000,000 balance?
e	If a sweep is proposed, what time of day is the sweep deadline? Is it end-of-day or next-day sweep?
f	Does your firm assess any fees for use of the sweep product or fees against the balances held in the sweep vehicle?
g	How are balances in the sweep product shown on current day reports?
h	Does the firm have the ability to establish a peg balance on the primary operating DDA, with excess funds being automatically transferred to the selected interest-bearing account or sweep vehicle?
22	Account Analysis Statements
a	Provide a sample analysis statement.
b	Can the Association for Financial Professionals (AFP) Service Codes be included on the analysis statement? If not, provide a report that maps your service descriptions to the AFP codes.
c	Provide a glossary defining all service descriptions used in your account analysis statements as part of the appendix to your response.
d	Are account analysis statements available online? How many prior months are available? Can the account analysis details be downloaded into Microsoft Excel?
23	Collateral Requirements
a	Are you willing to collateralize all deposits? If not, how much are you willing to collateralize for the City?
b	Where will collateral be held?
c	Provide a sample of the collateral reports the City receive. Who sends these reports, and how frequently?
24	Tokenized Payments
a	Does the firm offer a tokenized payments solution, where payments can be made to an e-mail address or phone number?
b	Describe how payments made to individuals are initiated. What information needs to be entered? Please provide a screen shot of this functionality from the online platform.
c	If a tokenized payment is originated to an incorrect e-mail address or mobile phone number, is there any recourse or protections similar to those provided by NACHA?
d	Is dual authorization for tokenized payments required?
e	Can a dollar threshold for individual tokenized payments be imposed?
f	Are the credentials for an individual to initiate tokenized payments a separate functionality within the firm’s online reporting system, or is it combined with other transactional capability (i.e., ACH permissions)?
g	How long does it take the recipient to receive confirmation that they have received funds post transmission?
h	Does the recipient have to “claim” funds, or is automatically “pushed” to the individual’s bank account?
i	What happens to funds that are not claimed or an e-mail address or phone number that is not already linked to a bank account?
j	Can your platform integrate with other common digital payment platforms (i.e., Apple Pay, Google Pay, Samsung Pay, Microsoft Wallet, Visa Checkout, etc.)?
25	Employee Banking Services (For Informational Purposes Only)
a	Describe in detail the package of employee banking services and educational programs that you propose to provide to City employees.
b	How many times does the firm plan to visit the City for seminars on financial literacy and other education opportunities?
c	In what languages is marketing literature available?
27	Integrated Payables & Outsourced Check Printing – New Services
a	Provide an overview of the firm’s integrated payables processing capabilities and highlight the benefits of your approach. Include diagrams of file and payment flows for your process.
b	Summarize your firm’s experience in offering a integrated payables solution that includes virtual card, ACH, Fedwire transfers and (optionally) check payments:
i	How long has your firm offered integrated payables services?
ii	How many of your customers currently use your integrated payables processing services?
iii	How many of your current integrated payables users are [municipalities/institutions of higher education/healthcare systems]?
iv	How many of your clients that use your integrated payables solution integrate with [Client’s ERP of financial software]?
c	Can your firm’s integrated payables platform accept and process a single file for the following disbursement types:
c	Disbursement Type

(Yes / No)

	Virtual cards
	ACH payments to suppliers
	ACH payments to consumers
	Wire transfers
	Digital disbursement (i.e., Zelle, PayPal, Venmo)
	Real time payments
	Check print outsourcing instructions
	Info required for account validation (i.e., Early Warning Systems, GIACT)
d	List the data elements that are required to be included in a payment instruction file? When sending a single payment instruction file, list the data elements that are required to be transmitted when a single payment instruction file is issued. Complete the table below to identify only those data fields that are required for each payment type.
d	Required Data Fields for:
	General payment information (Required regardless of payment type included)
	Virtual cards
	ACH payments to suppliers (where City of Tucson provides bank ACH instructions)
	ACH payments to suppliers (where the Firm provides bank ACH instructions)
	ACH payments to consumers
	Wire transfers
	Digital Disbursement (i.e, Zelle, PayPal, Venmo)
	Real time payments
	Check print outsourcing instructions
	Information required for account validation (i.e., Early Warning Systems, GIACT)
e	Can the City transmit check issuance information for purposes of positive pay as part of a single payment instruction file if your firm is not responsible for printing and mailing checks?
i	If so, does it also work for payee positive pay?
f	Payments to Suppliers by Virtual Card and ACH
g	Payments to Suppliers by ACH
i	Discuss your approach in recruiting suppliers on the City’s behalf to your firm's electronic payables platform.
ii	Will your firm, the City, or a third-party store supplier ACH instructions, including bank routing and account number information?
1	Identify any third-party organization engaged by the firm for this purpose, if applicable.
2	If a third-party organization is used, how long has your firm used them to facilitate ACH payment?
iii	Does your firm have an online self-enrollment portal that suppliers can use to provide their ACH payment information?
1	Is the online portal owned and operated by your firm or a third-party?
2	Will suppliers be able to update bank routing and account number information using your self-enrollment portal after being initially enrolled?
3	Is there a minimum spend amount required for a supplier to be eligible to use the online self-enrollment portal?
iv	Does your firm offer methods other than an online self-enrollment portal for capturing bank routing and account number information from suppliers? If so, how is the bank account information collected.
v	For suppliers enrolled by your firm for ACH transactions, can the City get a file of suppliers’ bank account information? Will the City be required to include the bank account information in the ACH payment origination files?
vi	Does your firm assign a supplier or vendor code? Is the code assigned by your firm or do you use the City’s unique supplier identification code?
vii	If a supplier is already enrolled with your payables platform to receive payments by ACH, can these suppliers be paid immediately, or does your supplier enrollment team have to contact the supplier first?
viii	What information is provided to the supplier with the ACH transaction?
1	Is there an additional fee to either the City or the supplier for sending ACH remittance detail?
2	If so, what is the fee?
ix	As part of the enrollment and maintenance processes, which of the following steps does your firm take to ensure funds are sent to the correct payee?
	Supplier Enrollment

(Yes / No)

Match supplier data to OFAC sanctions list

Validate suppliers’ Form W-9

Validate account status using ACH prenotes

Validate account status using microdeposits

Validate account status using 3rd party service such as Early Warning Services or GIACT

Authenticate account ownership using 3rd party service such as Early Warning Services or GIACT

Other methods of payee validation (list if applicable)

Individual Transaction Initiation

(Yes / No)

Match supplier data to OFAC sanctions list

Validate suppliers’ Form W-9

Validate account status using ACH prenotes

Validate account status using microdeposits

Validate account status using 3rd party service such as Early Warning Services or GIACT

Authenticate account ownership using 3rd party service such as Early Warning Services or GIACT

Other methods of payee validation (list if applicable)

Changes in Instructions

(Yes / No)

	Match supplier data to OFAC sanctions list
	Validate suppliers’ Form W-9
	Validate account status using ACH prenotes
	Validate account status using microdeposits
	Validate account status using 3rd party service such as Early Warning Services or GIACT
	Authenticate account ownership using 3rd party service such as Early Warning Services or GIACT
	Validate contact phone numbers and e-mail addresses used to verify changes
	Other methods of payee validation (list if applicable)
h	Payments to Consumers by ACH
i	Is the firm willing to collect bank routing and account number information for payments to personal/consumer bank accounts?
1	How is this information collected from individuals (i.e. online portal)?
ii	Will the firm store bank routing and account number information for payments to personal/consumer bank accounts?
i	Check Print Outsourcing
i	Describe the firm’s experience in providing check printing services.
ii	Will checks be printed in-house or is this service outsourced?
iii	Can pay stubs be printed by you firm and included with checks?
iv	Can checks be drawn at another bank?
v	How can the City transmit check print file instructions to your firm?
vi	Can a check print file include a future date for printing and mailing checks (i.e. can a file be transmitted today, and the checks not printed and mailed on a same day or next day basis)?
vii	Can a batch of checks be sent to the City by overnight delivery in addition to checks sent to individual recipients?
viii	From where will checks will be printed and mailed?
ix	Are multiple check printing sites available in the event one site is inoperable (weather, equipment, etc.)?
x	Control:
1	What security features are incorporated into the check stock.
2	Can checks be printed with unique Quick Response (QR) codes as a fraud prevention measure?
3	Describe the process that your firm would use to verify that all records have been received and processed.
4	What quality controls are in place to prevent errors in printing?
xi	Will outsourced checks be mailed using bulk postage rates?
1	Which bulk postage sorting method will you use (5-Digit, AADC, Mixed AADC Presorted Machinable, Nonmachinable)?
2	What is the postage rate based on your current sorting method for a check and single page document?
3	Are your postage rates charged as pass-through of USPS rates or do you mark up the rates? If there is a markup, what is the markup rate?
xii	Does the firm offer any escheating service that could help with the due diligence of reaching out to the individuals whose check is outstanding and then fulfill the unclaimed property reporting to the states?
xiii	When does the firm need the check print instruction files from the City for payments to be made on a same-day, next-day and 2-day settlement? Indicate the times in the following table:
xiii	Deadline for File Transmission
	Same-Day
	Next-Day
	2-Day
j	File Transmission Methods
i	What file transmission methods do you support for receiving integrated payables files from clients?
ii	What methods do you offer for notifying the City of file receipt acknowledgements?
iii	Does your firm offer an Application Programming Interface (API) to automate the transfer of payables data to Workday?
k	Integrated Payables Fees - Provide requested information in response to each question below and provide pricing in Attachment X, Pricing Proforma.
i	Monthly fees
1	Identify any and all fixed monthly fees for the use of your integrated payables solution.
ii	Integrated Payment File Fees & Associated Costs
1	Identify the fees related to processing an integrated payables file transmission.
2	Does your firm charge a fee for acknowledging receipt of an integrated payables file? If so, what is the fee?
3	What is the transaction fee for the following payment types processed through an integrated payables file?
a)	Virtual card
b)	ACH (payment instructions stored by your firm)
c)	ACH (payment instructions included in file)
d)	Digital disbursement
e)	Fedwire transfer
f)	Outsourced check print instructions
g)	Real time payments
4	Would any additional transaction fees apply for services such as reformatting data or applying decisioning logic to integrated payables files? If so, identify the fees.
iii	Separate Payment File Fees & Associated Costs
1	Is there a premium or discount offered if payables details are transmitted separately versus a consolidated integrated payables file? Highlight differences, if applicable.
2	If so, what is the transaction fee for the following payment types when transmitted in separate payables files?
a)	Virtual card
b)	ACH (payment instructions stored by your firm)
c)	ACH (payment instructions included in file)
d)	Digital disbursement
e)	Fedwire transfer
f)	Outsourced check print instructions
g)	Real time payments
iv	Is it possible for the City to earn rebates on supplier payments made by ACH?
1	If so, provide the rebate schedule for ACH payments.
2	Identify any costs to suppliers for transactions that will result in ACH rebates.
v	Implementation Costs
1	Identify all implementation costs related to your integrated payables solution.
2	Describe and identify any fees related to supplier enrollment to make payments by virtual card payments.
3	Describe and identify any fees related to supplier enrollment to make payments by ACH.
4	Are ACH instructions provided by suppliers verified by your firm? If so, is there a cost for verification services? What is the cost?
vi	Other Costs & Fees
1	Disclose any other fees associated with your integrated payables solution. Provide estimate volumes, if applicable.
28	Pricing & Fees
a	What is the firm’s proposed ECR?
b	How is your firm’s earnings credit rate determined, adjusted, and applied?
c	Are you willing to link the earnings credit rate to a market index? If so, which index would you suggest?
d	Will the firm set a floor for the earnings credit rate offered to the City? What rate floor are you offering?
e	Does a reserve requirement apply on balances?
f	Will the firm assess any balance-based charge (FDIC-like, FICO, or other) to the City? How is this charge computed? Is this charge assessed on ledger or collected balances?
g	If the firm assesses a balance-based charge, what is the current charge for an entire year on a $1,000,000 balance?
h	Provide the earnings credit rate history for the 24-month period from February 2022 through February 2024. Please indicate the earnings credit rate for each month.
i	What is the firm’s current earnings credit rate? What earnings credit rate are you offering to the City?
j	If the proposed earnings credit rate is higher than the firm’s standard ECR, do you plan on maintaining this spread for the City over the life of the contract?
k	Does the firm have any limits on the amount of deposits that the City could maintain with the firm?
l	Does the firm have a minimum deposit that must be maintained?
m	Can “excess” earnings credits be carried forward to cover charges in the following month? Is there a limit on how far forward excess earnings credits can be carried?
29	Business Process Review
a	Will your firm offer a Business Process Review at no charge to assist the City in achieving a best practice operation?
b	Describe your Business Process Review approach and methodology.
c	What outcomes can the City expect by engaging in a Business Process Review with your firm?
d	Please highlight 2-3 case studies that illustrate the benefits other cities have achieved after committing the resources for a Business Process Review with your firm.
e	Provide a proposed timeline for a Business Process Review and how it will impact the timeline for an implementation.
SG1 New Services & Ideas
		Responding Firm Name
	New Services & Ideas

(All firms must respond to this section.)

1	Describe any new services or ideas that will enhance the City’s use of banking services.
2	Provide any additional information that you believe to be pertinent but not specifically requested elsewhere in the RFP.
SG1 Implementation / Conversion
		Responding Firm Name
	Implementation / Conversion

(All firms must respond to this section.)

1	Provide a detailed conversion plan for transitioning the proposed Service Group to your firm. Include the estimated length of time for the transition and the amount of effort required by the City’s staff.
2	Who will be responsible for coordinating transition of the proposed services? If a conversion team is used, how will the City’s account be transitioned to the ongoing client service team?
3	We recognize that successful implementations will require frequent communication. During the course of the transition, how many in-person implementation meetings are typically scheduled? How many are you willing to commit to for this relationship?
4	Indicate the firm’s plans for initial and ongoing education and training of City employees in the use of your firm’s systems.
5	Does the firm offer any file translation service that would allow the City to send a file in its preferred/standard format and the firm reformats the file, if necessary, for processing?
6	Will the firm provide a secure testing site for testing of City’s files and ERP applications?
a	Describe your process for setting up secure test and production environments and working with clients to conduct testing during and after implementation (as needed).
7	Are you willing to waive all implementation and transition fees if selected as the City’s provider for this service group?

SG2-Institutional Custody City of Tucson

INFORMATION REQUESTED

Service Group 2: Institutional Custody Services Only firms proposing for Service Group 2 should respond to this section.

Method of Approach

	Responding Firm Name
Service Group 2: Institutional Custody Services

(Only firms proposing for Service Group 2 should respond to this section.)

1	Confirm that the firm is able to meet all of the requirements listed in Statement of Work Section E – Service Group 2: Institutional Custody Services. (Confirmed / Not Confirmed)
2	Provide the name, title, address, phone number, and email address of the primary contact person(s) assigned to this account.
	Service Group 2: Institutional Custody Services
	Relationship Manager / Product Specialist
	Name
	Title
	Address
	Phone Number
	Email Address
	Routine (Day-to-Day) Requests - Individual and/or Department
	Name
	Title
	Address
	Phone Number
	Email Address
3	Name the individuals who will work with the City on a regular basis. Information must include:
	Service Group 2: Institutional Custody Services
	Name
	Proposed Role
	Location
	# Years' Experience with other Government Entities
	# Years in Field
	# Years with Firm
	# Client Relationships Responsible For
	Name
	Proposed Role
	Location
	# Years' Experience with other Government Entities

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Sep 22, 2025.