$ Enterprise Banking Services RFP 28238-BD Document.pdf

REQUEST FOR PROPOSAL

WISCONSIN ENTERPRISE BANKING SERVICES

RFP#: 28238-BD

Issued: May 21, 2019 Responses Due: August 14, 2019 at 2:00 PM CST

Prepared By: Bruce Derge, MBA State Bureau of Procurement 101 E. Wilson St., 6th Floor Madison, WI 53707

RFP#: 28238-BD PROPOSAL DUE: AUGUST 14, 2019 2:00 PM CT

ENTERPRISE BANKING SERVICES

TABLE OF CONTENTS

1.0 GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCOPE OF THE PROJECT

1.2.1 History and Background

1.2.2 Statement of Purpose

1.2.3 Objectives

1.3 PROCURING AND CONTRACTING AGENCY

1.4 DEFINITIONS AND ACRONYMS

1.5 CLARIFICATION AND/OR REVISIONS TO THE SPECIFICATIONS AND REQUIREMENTS

1.6 CONTACT WITH STATE EMPLOYEES

1.7 SUPPLIER QUESTIONS

1.8 VENDOR CONFERENCE

1.9 REASONABLE ACCOMMODATIONS

1.10 CALENDAR OF EVENTS

1.11 CONTRACT TERM AND FUNDING

1.12 WISCONSIN eSUPPLIER PORTAL REGISTRATION:

1.13 AMENDMENTS TO THE CONTRACT

1.14 CONTRACT VOLUME

1.15 CERTIFIED MINORITY-OWNED BUSINESSES

1.16 CERTIFIED DISABLED VETERAN-OWNED BUSINESSES

1.17 NEWS RELEASES AND PROMOTIONAL ADVERTISING

1.18 OBLIGATION OF THE STATE

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

2.2 INCURRING COSTS

2.3 SUBMITTING THE TECHNICAL PROPOSAL

2.3.1 Electronic Proposal Submittal (Strongly Preferred)

2.3.2 Hard Copy Proposal Submittal

2.4 PROPOSAL ORGANIZATION AND FORMAT

2.5 MULTIPLE PROPOSALS

2.6 ORAL PRESENTATIONS, PRODUCT DEMONSTRATIONS AND SITE VISITS

2.7 WITHDRAWAL OF PROPOSALS

2.8 DEVIATIONS OR EXCEPTIONS

3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 PRELIMINARY EVALUATION

3.2 PROPOSAL SCORING FOR GENERAL AND TECHNICAL REQUIREMENTS

3.3 COST PROPOSAL SCORING

3.4 EVALUATION CRITERIA

3.5 RIGHT TO REJECT PROPOSALS AND NEGOTIATE CONTRACT TERMS

3.6 AWARD, AND FINAL OFFERS

3.7 NOTIFICATION OF INTENT TO AWARD

3.8 APPEALS PROCESS

4.0 STATE OF WISCONSIN CASH MANAGEMENT ENVIRONMENT

5.0 MANDATORY REQUIREMENTS

5.1 REFERENCES

5.2 2009 WISCONSIN ACT 136

5.3 DEBARMENT

5.4 SUFFICIENT PROCESSING CAPACITY

5.5 QUALIFICATION AS A PUBLIC DEPOSITORY

5.6 ABILITY TO ACCOMMODATE ACCIDENTAL OVERNIGHT OVERDRAFTS

5.7 FINANCIAL WELL BEING OF THE PROPOSER

6.0 TECHNICAL REQUIREMENTS

6.1 GENERAL REQUIREMENTS

6.1.1 Data Center, Disaster Recovery and Hot Back-Up Processing Site

6.1.2 Experience of Key Staff

6.1.3 Responding to Service Problems

6.1.4 A Proven Performance Record for State Banking Services Contracts

6.1.5 Third-Party Processors

6.1.6 Integration of Banking Systems with Peoplesoft

6.1.7 Transition Plan

6.2 DEPOSIT AND FUNDS AVAILABILITY

6.2.1 Branch Locations

6.2.2 Deposits that Cannot Be Made Directly with the Enterprise Bank

6.2.3 Deposit Processing

6.2.4 Automated Cash Receipts Recording in the State’s Accounting System

Alternative: Innovative Approaches

6.2.5 Availability Schedule

6.2.5.1 All Endpoints

6.2.6 Error Tracking

6.2.7 Account Adjustments

6.2.8 Deposit Adjustments

6.2.9 Internal Controls for Establishing or Changing Accounts and Services

6.3 CHECK PROCESSING

6.3.1 Check Processing

6.3.2 Regular and Controlled Disbursement Account Services

6.3.3 Account Reconciliation Services

6.3.4 Confirmation of Checks Issued/Cancelled Files

6.3.5 Stop Payments

6.3.6 Fraud Protection

6.3.7 Paid Check Images

6.3.8 Positive Pay Decisioning

6.3.9 Nightly Transmission of Checks Issued and Cancelled File

6.3.10 Foreign Exchange Services

6.3.11 Images of Checks Deposited and Checks Returned

6.3.12 Returned Check Processing

6.4 ELECTRONIC FUNDS TRANSFER

6.4.1 Automated Clearing House

6.4.2 Wire Transfers

6.5 EPAYMENT GATEWAY

6.5.1 Experience operating a Large-Scale E-Payment Gateway

6.5.2 E-Payment Screen Images

6.5.2.1 Security Administrator Interactions

6.5.2.2 Administrative User Interactions

6.5.2.3 Payer Interactions

6.5.2.4 File Layout

6.5.2.5 Other Functionality

6.5.3 Data Breaches

6.5.4 Unplanned E-Payment Gateway Outages

6.5.5 Planned E-Payment Gateway Maintenance Outages

6.5.6 E-Payment Gateway Functionality

6.5.7 Application Implementation

6.5.8 Reports and Queries

6.5.9 E-Payment Gateway Service Application Support

6.5.10 Web Service

6.5.11 Other Innovative Features of the E-Payment Gateway

6.5.12 Use of Subcontractors

6.6 MERCHANT PROCESSING

6.6.1 Processing Cut-Off Times

6.6.2 Query and Report Screen Images

6.6.3 PCI Compliance Services

6.7 INFORMATION REPORTING

6.7.1 System Functionality and Ease of Use

6.7.1.1 Online Banking System Description

6.7.1.2 Online Banking System Access

6.7.2 System Availability

6.7.3 Electronic File for Monthly Account Analysis

7.0 COST PROPOSAL

7.1 GENERAL INSTRUCTIONS FOR SUBMITTING COST PROPOSAL

7.2 FIXED PRICE PERIOD

7.3 STATE TAX EXEMPTION

8.0 OPERATIONAL TERMS AND CONDITIONS

8.1 GENERAL PROGRAM: OPERATIONAL TERMS AND CONDITIONS

8.1.1 Aggregate Account Ledger and Collected Balances

8.1.2 Customer Service Ombudsman

8.1.3 Bank System and Reporting Changes

8.1.4 Annual Disaster Recovery Testing

8.1.5 Payment of Contract Fees

8.1.6 Price Adjustments

8.1.6.1 Authorized Price Adjustments

8.1.6.2 Unanticipated Service Volume Increases

8.1.6.3 Changes in the Names of Services Provided

8.1.6.4 Unauthorized Price Adjustments

8.1.7 Calculation of Compensating Balance Earnings

8.1.8 Visits to Bank

8.1.9 Legislative Audit Bureau/Outside Auditors

8.1.10 Requirement of Confidentiality

8.1.11 Computer Programs and Other Software

8.1.12 Periodic Performance Meetings

8.1.13 Unanticipated Services

8.2 DEPOSIT AND FUNDS AVAILABILITY OPERATIONAL TERMS AND CONDITIONS

8.2.1 Ledger Credit

8.2.2 Collected Credit

8.2.3 Deposit Verification and Adjustment

8.2.4 Money Processing Services

8.2.5 Deposit Tickets

8.2.6 Special Accounts

8.2.7 Online Access to Images of Checks Deposited

8.2.8 Remote Deposit

8.2.9 Adjustments

8.2.10 Image Cash Letter

8.3 CHECK PROCESSING OPERATIONAL TERMS AND CONDITIONS

8.3.1 Reconciliation Services

8.3.2 Unpaid Checks

8.3.3 Fraudulent Checks

8.3.4 State Agency Contingent Checking Accounts

8.3.5 Cashing of State Issued Checks

8.3.6 Decision of Positive Pay Exceptions

8.3.7 Nightly Batch File Transfer of Checks Issued and Cancelled

8.4 ELECTRONIC FUNDS TRANSFER OPERATIONAL TERMS AND CONDITIONS

8.4.1 ACH Transactions

8.4.2 Record Formats

8.4.3 Department of Revenue ACH Requirements

8.4.4 Online System

8.4.5 Automated Clearing House File Confirmations (ACH Files)

8.4.6 Interactive Voice Response (IVR) System to Phone-In Deposits

8.4.7 Wire Transfers

8.4.8 Online Initiation of Wire Transfers

8.4.9 Notification of Incoming Wire Transfers

8.5 E-PAYMENT GATEWAY OPERATIONAL TERMS AND CONDITIONS

8.5.1 Service Overview and General Requirements

8.5.2 Conversion of Existing State Applications

8.5.3 Communication Protocols

8.5.4 E-Payment Gateway Technical Model

8.5.5 Credit/Debit Card Payments

8.5.5.1 Payer Authentication

8.5.5.2 Initiate Authorization Request to the Merchant Processor

8.5.5.3 Real-Time Return of Payment Results to the Biller Web Application

8.5.5.4 Processing of Special Transactions

8.5.5.5 Payer Confirmation Screens/Email

8.5.5.6 Response Time

8.5.5.7 Duplicate Payments and Payment Statuses

8.5.5.8 Deposit of Settled Transaction Amount to Biller’s Bank Account

8.5.5.9 Email Confirmation

8.5.5.10 Supported Internet Browsers

8.5.5.11 Compliance with Credit/Debit Card Operating Rules

8.5.6 ACH Payments

8.5.6.1 E-Check Payment Pages

8.5.6.2 Payment Instructions

8.5.6.3 Non-Recurring Payments

8.5.6.4 Recurring Payments

8.5.6.5 Daily Processing Cut-Off Time and Settlement

8.5.6.6 ACH Record Formats

8.5.6.7 Bank Returns and ACH Rejects

8.5.6.8 Fraudulent Transaction Detection Methods

8.5.6.9 Validating a Payer’s Account Number Structure and Routing Numbers

8.5.6.10 Notification of Change

8.5.6.11 NACHA Operating Rules

8.5.6.12 NACHA Security Audit

8.5.7 Payer Registration/Digital Wallet

8.5.8 Online Transaction Warehouse for Billers and Payers

8.5.8.1 Administrative Access by Billers

8.5.8.2 Payer Enrollment, Transaction and Account Management

8.5.9 Administrative, Reconciliation and Reporting Tools

8.5.9.1 Standard Reports

8.5.9.2 Ad-Hoc Reports

8.5.9.3 Customer Support Inquiries

8.5.9.4 Daily Cash Receipt Remittance File

8.5.10 Application Implementation

8.5.11 Application Set-Up and Testing

8.5.12 Payer Help

8.5.13 Infrastructure, Availability, and Disaster Recovery

8.5.13.1 Infrastructure

8.5.13.2 Scheduled Maintenance Outages

8.5.13.3 Hot Back-Up Facility

8.5.13.4 System Processing Capacity

8.5.13.5 Performance Metrics

8.5.13.6 Contractor Notification of System Outages

8.5.13.7 Contractor Troubleshooting of State-Identified Functional Problems

8.5.13.8 Notification of System Changes

8.5.13.9 Disaster Recovery Plan

8.5.14 Security

8.5.14.1 General

8.5.14.2 Payer-to-Contractor

8.5.14.3 Contractor-to-Biller/Biller-to-Contractor

8.5.14.4 Failure Monitoring/Audit Logs

8.5.14.5 Denial of Service Attacks

8.5.14.6 Spoofing

8.5.14.7 Data Breach

8.5.15 Other E-Payment Gateway Operational Terms and Conditions

8.5.15.1 Web Standards

8.5.15.2 Section 508 Compliance

8.5.15.3 Convenience Fees

8.5.15.4 Participation Agreements for Wisconsin Local Governments

8.5.15.5 Co-Branding

8.5.15.6 Privacy

8.6 MERCHANT PROCESSING OPERATIONAL TERMS AND CONDITIONS

8.6.1 Contractor Requirements

8.7 INFORMATION REPORTING OPERATIONAL TERMS AND CONDITIONS

8.7.1 Account Reporting/Electronic Account Reporting

8.7.1.1 Required Online Information

8.7.2 Stop Payments

8.7.3 Monthly Account Analysis

8.8 AGENCY-SPECIFIC OPERATIONAL TERMS AND CONDITIONS

8.8.1 Department of Children and Families: Bureau of Child Support

8.8.2 Department of Justice: Special Currency Deliveries

8.8.3 Custodial, Securities Management, and Trust Services

8.8.3.1 Miscellaneous Agencies: Escrow Accounts

8.8.3.2 Department of Revenue: Lottery Prize Funds

8.8.3.3 Department of Corrections: Inmate Trust Funds

8.8.3.4 State Controller’s Office: Pledged Securities

9.0 STANDARD TERMS AND CONDITIONS

9.1 LIQUIDATED DAMAGES

9.2 INSURANCE GENERAL REQUIREMENTS

9.3 INSURANCE COVERAGE AND LIMITS

9.4 PROGRESSIVE CONTRACT ADMINISTRATION ACTIONS

9.5 WAIVER OF SOVEREIGN IMMUNITY

9.6 CODE OF ETHICS

9.7 FOREIGN CORPORATION

9.8 CHANGE IN LAW

9.9 NO THIRD PARTY BENEFICIARY

9.10 NOTICE OF CHANGE IN FINANCIAL CONDITION

10.0 REQUIRED ATTACHMENTS AND APPENDICES

10.1 ATTACHMENTS

10.2 APPENDICES

1.0 GENERAL INFORMATION

1.1 INTRODUCTION

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for the State of Wisconsin’s Enterprise Banking Services.

The State of Wisconsin (“State”) as represented by the Wisconsin Department of Administration (DOA) State Bureau of Procurement (“SBOP”) intends to use the results of this solicitation to Contract with one or more Proposer to provide Enterprise Banking Services statewide in accordance with this Request for Proposal (RFP) and successful negotiations.

The volumes indicated in this RFP are the State’s best estimate of the volume anticipated under the resulting Contract for Enterprise Banking Services. However, the State provides no guarantee that the awarded Proposer shall realize these volumes.

1.2 SCOPE OF THE PROJECT

1.2.1 History and Background

DOA is the State authority established for contracting banking services related to the operations of Wisconsin State government. Under Section 34.045, Wisconsin Statutes, DOA is responsible for designation of the State’s public depositories, review and designation of State Agency bank accounts and banking services and contracting for banking services necessary for the safe keeping and processing of State funds. The current Enterprise Banking Services provider is U.S. Bank.

The current Contract is in effect through June 30, 2020. However, the implementation of services under the resulting Contract may occur before or after that date, depending on the implementation plan agreed to by the State and the Contractor. It is the State’s intent to move to the new Contract as soon as administratively feasible.

1.2.2 Statement of Purpose

The purpose of this RFP is to hire a Contractor to provide enterprise banking services to Authorized Users defined as State Agencies, the University of Wisconsin System and campuses as well as Wisconsin municipalities such as local governments, school districts and technical colleges.

At present, the Contract that shall result from this RFP shall be mandatory for State Agencies with the exception of University of Wisconsin System and campuses, for which this Contract is optional. The successful Proposer (“Contractor”) shall serve as the primary depository for the State Controller’s Office (“State Treasury”) and provider of cash management services necessary to the operations of Wisconsin State government. In addition, the Contractor shall make the resulting Contract services and pricing available to any Wisconsin municipality as defined in s. 16.73 Wis. Stats. (See RFP Section 1.18, “Obligation of the State - Wisconsin’s Cooperative Purchasing Services”). Approximately 100 local governments currently utilize some portion of the Enterprise Banking Services Contract. However, the Contractor is not guaranteed this business.

1.2.3 Objectives

The State is seeking to achieve the following primary services with this Enterprise Banking Services:

• Deposit and Funds Availability

• Check Processing

• Electronic Funds Transfer (ACH and Wire Transfer)

• E-Payment Gateway

• Merchant Processing

• Information Reporting

• Agency-Specific Services

• All information systems required to perform the proposed services shall be hosted by the Contractor.

• Services provided shall be timely, cost-efficient, secure, and accurate.

1.3 PROCURING AND CONTRACTING AGENCY

This Request for Proposal (RFP) is issued by the Wisconsin Department of Administration which is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Bruce Derge.

The Contract resulting from this RFP shall be administered by the DOA’s Bureau of Procurement. The Contract administrator shall be determined at a later date.

The Contractual authority of the SBOP is subject to the provisions of Chapter 16 of the Wisconsin Statutes relating to State Purchasing.

The Contract day-to-day operational issues and overall performance shall be managed by the DOA State Controller’s Office.

1.4 DEFINITIONS AND ACRONYMS

The following definitions and acronyms are used throughout the RFP:

ITEM DEFINITION

ABA means American Bankers Association.

ACH means Automated Clearing House.

ACH FILE means Automated Clearing House File.

AUTHENTICATION

means the process by which a web user submits identifying data (e.g. User Id and password) and by which the data is corroborated against pre-existing, verified data.

AGENCY means a State of Wisconsin Agency, including any campus of the University of Wisconsin System.

AUTHORIZATION

For ACH payments: the process by which the Payer agrees to the Biller’s terms and conditions to allow payments to be withdrawn from a Payer’s account.

For credit/debit card payments: the process by which the available card balance is compared to the payment amount. If the card balance is sufficient, a “hold” is placed upon the Payer’s card balance for the amount of the payment.

BAI means Bank Administration Institute.

BCS means Bureau of Child Support.

BILLER means a Wisconsin State Agency or local government.

CALENDAR OF EVENTS means the schedule of events in RFP Section 1.10.

CCD+ means an ACH corporate payment format with a single 80-character addendum record capability.

CONFIDENTIAL INFORMATION

means all tangible and intangible information and materials, including all proprietary and Personally Identifiable Information, being disclosed in connection with this Agreement, in any form or medium (and without regard to whether the information is owned by the State or by a third party), that satisfy at least one of the following criteria: (i) Personally Identifiable Information; (ii) non-public information related to the State’s employees, customers, technology (including data bases, data processing and communications networking systems), schematics, specifications, and all information or materials derived therefrom or based thereon;

or (iii) information expressly designated as confidential in writing by the State.

CONTRACT means an agreement for enterprise banking services resulting from this RFP.

CONTRACT EFFECTIVE DATE

means the date agreed upon by the parties for beginning the period of performance under the contract. In no case shall the effective date precede the date on which the contracting officer or designated higher approval authority signs the document.

CONTRACTOR means a successful Proposer awarded a Contract.

CT means Central Time.

DAYS means calendar Days unless otherwise indicated.

DEPARTMENT means the Wisconsin Department of Administration.

DOA means Wisconsin Department of Administration.

DVB means Disabled Veteran-Owned Business.

EBS means Enterprise Banking Services.

ELECTRONIC PAYMENTS means credit/debit card or ACH payments initiated through the Electronic Payment Gateway.

ELECTRONIC PAYMENT GATEWAY

means the set of services to accept online credit/debit card and ACH payment data from State Payers and route that data in Real-Time to the merchant processor for Real-Time payment Authorization, and to the Payer and the Biller for Real-Time payment confirmation.

IAT means International ACH Transactions.

IVR means Interactive Voice Response system.

LEVEL 3 DATA

means the processing requires the capture of specific line item data in credit card transactions. These additional data fields include merchant name and address, invoice number and tax amount, plus line item detail such as item description, quantity and unit of measure, freight amount and commodity and product codes.

MBE means Minority Business Enterprise.

NATCHA

Means National Automated Clearing House Association and is an organization that establishes the standards and rules followed by financial institutions for transferring payments.

NIC

means NIC Inc. is an online information service provider for Federal and State governments in the United States. In Wisconsin, NIC operates through its subsidiary WIN which is the Wisconsin Interactive Network.

NSF means a payment that is returned Non-Sufficient Funds.

PERSONALLY IDENTIFIABLE

INFORMATION

means an individual’s last name and the individual’s first name or first initial, in combination with and linked to any of the following elements, if the element is not publicly available information and is not encrypted, redacted, or altered in any manner that renders the element unreadable: (a) the individual’s Social Security number; (b) the individual’s driver’s license number or State identification number; (c) the number of the individual’s financial account, including a credit or debit card account number, or any security code, access code, or password that would permit access to the individual’s financial account; (d) the individual’s DNA profile; or (e) the individual’s unique biometric data, including fingerprint, voice print, retina or iris image, or any other unique physical representation, and any other information protected by State or federal law.

PROPOSER means a firm submitting a proposal in response to this RFP.

REAL-TIME

means the quality that a process occurs synchronously and on-demand as opposed to a process occurring sometime after the "demand", or request, when other conditions traditionally shall be met, such as in "batch" processing.

REGISTRATION

means the process by which a web user creates a "record" or collection of information that contains payment account data such as credit card or checking numbers.

RFP means this Request for Proposal, #28238-BD.

RFP MANAGER means the State Bureau of Procurement, procurement specialist responsible for managing this Request for Proposal.

RTN

means "Routing Transit Number" which is a nine-digit code, used in the United States, which appears on the bottom of a negotiable instruments such as checks to identify the financial institution on which it was drawn.

SBOP means Wisconsin State Bureau of Procurement.

STATE means State of Wisconsin.

STATE TREASURY means State Controller’s Office.

SWIB means State of Wisconsin Investment Board.

USPS means United States Postal Service.

VENDOR means a person or company that sells good or provides services.

1.5 CLARIFICATION AND/OR REVISIONS TO THE SPECIFICATIONS AND REQUIREMENTS

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFP, the Proposer shall immediately notify Bruce Derge of such error and request modification or clarification of the RFP document. All questions, exceptions or additions concerning the subject matter of the RFP document(s) shall not be considered unless submitted via email (no phone calls) to Bruce Derge at bruce.derge@wi.gov.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, addendums or amendments shall be provided via Wisconsin eSupplier Portal.

Proposers are encouraged to log into the RFP website on Wisconsin eSupplier Portal periodically during the RFP process. The person who is registered for the Proposer on Wisconsin eSupplier Portal should get an email any time a change is made to the website. However, this only applies to the person who is registered on Wisconsin eSupplier Portal on the date that the RFP is released. Anyone who registers after the release date of the RFP shall not receive any automatic emails from Wisconsin eSupplier Portal for this RFP.

Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof.

1.6 CONTACT WITH STATE EMPLOYEES

From the date of release of this RFP, until a Letter of Intent to Award a Contract is issued, all contact with State of Wisconsin personnel regarding this RFP shall be made through Bruce Derge with the State Bureau of Procurement in the Division of Enterprise Operations via email (direct or through the Wisconsin eSupplier Portal) only at bruce.derge@wi.gov.

mailto:bruce.derge@wi.gov

No phone calls, emails or other correspondence to other State staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial and non-binding on the State. Proposers shall rely only on written statements issued by the Procurement Manager.

1.7 SUPPLIER QUESTIONS

Proposers may ask questions using the Ask a Question feature when viewing the Sourcing Event in the eSupplier Portal. Alternately, Proposers may ask questions via e-mail to Bruce Derge at bruce.derge@wi.gov. All questions shall be received by the due date(s) listed below in RFP Section 1.10, “Calendar of Events”. Proposer questions along with the State’s responses shall be posted to the Wisconsin eSupplier Portal website.

1.8 VENDOR CONFERENCE

There shall not be a Vendor conference. A second round of questions and answers shall be used in place of a Vendor Conference.

1.9 REASONABLE ACCOMMODATIONS

The State shall provide reasonable accommodations, including the provision of informational material in an alternative format, for individuals with disabilities upon request. If you think you need accommodations at a potential Vendor conference, contact Bruce Derge at bruce.derge@wi.gov.

1.10 CALENDAR OF EVENTS

Listed below are specific and estimated dates of actions related to this Request for Proposal (RFP). The actions noted as specific shall be completed by indicated date, unless changed by the State. In the event that the State finds it necessary to change any of the specific dates and/or times in the Calendar of Events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes noted as estimated.

DATE EVENT

May 21, 2019 Date of issue of the RFP

June 4, 2019 Date for submitting written questions - Set #1

June 18, 2019 Estimated date of posting questions and answers - Set #1

July 1, 2019 Date for submitting written questions - Set #2

July 15, 2019 Estimated date of posting questions and answers - Set #2

AUGUST 14, 2019 2:00 PM CT PROPOSAL DEADLINE: *PROPOSALS DUE FROM VENDORS

Office hours are 8:00 am to 4:00 pm, Monday through Friday except when the building is closed on State Holidays.

1.11 CONTRACT TERM AND FUNDING

The term of the Contract shall be effective from the Department’s Contract execution date and shall run until June 30, 2025. The State will begin implementing services as soon after the Contract signature as practical. The State will make reasonable efforts to implement all services by June 30, 2020 but reserves the right to implement some services after that date.

The Contract may be renewed for a two-year term (the “Transition Renewal”) from July 1, 2025 to June 30, 2027 by mutual written agreement of the State and the Contractor. The State shall notify the Contractor no later than July 1, 2024 of its intent to exercise the Transition Renewal. All of the terms in the Enterprise Banking Services Contract shall apply to the Transition Renewal. The State reserves the right to transition services from the Contractor to other Provider(s) during the Transition Renewal.

As required by Wisconsin Statutes, continuance of a Contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds, and the termination of the Contract by lack of appropriations shall be without penalty. The Proposer agrees that the Contract issued is subject to statutory Authorization and available funding.

1.12 WISCONSIN eSUPPLIER PORTAL REGISTRATION:

Only Proposers registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notice for this service/commodity. The State of Wisconsin purchasing information and Proposer notification service is available to all businesses and organizations that want to sell to the State. Anyone may access the Wisconsin eSupplier Portal on the Internet at Link to get information on State purchasing practices and policies, goods and services that the State buys, and tips on selling to the State. Proposers may use the same Web site address for inclusion on the Proposers list for goods and services that the organization wants to sell to the State. A subscription with notification guarantees the organization will receive an e-mail message each time a State Agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $50,000. Organizations without internet access receive paper copies in the mail. Increasingly, State Agencies also are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less.

Proposers also may receive e-mail notices of these simplified bid opportunities.

1.13 AMENDMENTS TO THE CONTRACT

Amendments to the Contract adding or deleting specific services will be allowed to provide for services required or no longer required by the State. All amendments, modifications or clarifications shall be in writing signed by both parties. No payment for such services shall be made until an amendment, modification or clarification has been signed by both parties.

1.14 CONTRACT VOLUME

The State shall not guarantee current or future transaction volumes. The State cannot estimate the volume of work that will be required as part of this Contract. The State makes no guarantee of a minimum or maximum volume or dollar value for this Contract.

1.15 CERTIFIED MINORITY-OWNED BUSINESSES

The State is committed to the promotion of minority business in the State’s purchasing program and a goal of placing a minimum of five (5) percent of its total purchasing dollars with certified minority businesses. Authority for this program is found in Wisconsin Statutes 15.107(2), 16.75(4), and 16.75(5) and 560.036(2). The DOA is committed to the minority business program and with this procurement;

the successful Contractor is encouraged to purchase 5% of services and supplies from minority businesses certified by the DOA.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the State of Wisconsin Supplier Diversity Program office, (608) 267-0297. The list is published on the Internet at: www.wisdp.wi.gov.

1.16 CERTIFIED DISABLED VETERAN-OWNED BUSINESSES

The SBOP and all Agencies may make awards to a certified disabled veteran-owned business when the proposal is no more than 5% lower than the apparent high point score. Awards will be made to the certified disabled veteran-owned business submitting the highest point score proposal. The SBOP DVB Program manager will review and approve in writing any decision not to award to the highest scoring proposal.

A listing of certified disabled veteran-owned businesses, as well as the services and commodities they provide, is available from the State of Wisconsin Supplier Diversity Program office, (608) 267-0297. The list is published on the Internet at: www.wisdp.wi.gov.

1.17 NEWS RELEASES AND PROMOTIONAL ADVERTISING

Reference to or use of the State of Wisconsin, the Great Seal of the State of Wisconsin, the Wisconsin Coat of Arms, any of the State’s Departments, Agencies or other subunits, or any State official or employee for commercial promotion is strictly prohibited. News releases pertaining to this Contract shall not be made without prior written approval of the State. Release of broadcast e-mails pertaining to the resulting Contract shall not be made without prior written approval of State.

1.18 OBLIGATION OF THE STATE

The State shall not be responsible for any obligations created by any District or Municipality as a result of this procurement. By placing an order with the Contractor, any such entity shall be bound by the Terms and Conditions of this Contract.

WISCONSIN’S COOPERATIVE PURCHASING SERVICES

All Services resulting from this RFP shall be made available to all Authorized Users. See RFP Attachment D, Bidder Required Form (DOA-3832) Section 5, “Bidder Agreement: Wisconsin’s Cooperative Purchasing Services” for additional information on Wisconsin municipality Authorized Users. Authorized Users shall be able to obtain the services procured under the Contract at the same rates agreed to by the State and the Proposer. The Contractor shall be responsible for determining the status of potential authorized users and supplying the State with documentation and support.

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

The evaluation and selection of a Contractor, and the terms of the Contract will be based on the information submitted in the Proposal and any required on site visits, demonstrations, or oral interviews. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal response. Failure to follow RFP instructions or format may be the basis for rejecting a proposal response.

Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

2.2 INCURRING COSTS

The State is not liable for any cost incurred by Proposers in replying to this RFP.

2.3 SUBMITTING THE TECHNICAL PROPOSAL

2.3.1 Electronic Proposal Submittal (Strongly Preferred)

Respond as directed herein and in the pages presented in the Wisconsin eSupplier Portal for this event. The State has developed questions that you will be prompted with online to guide your electronic response to the RFP. If you respond electronically, you do not need to submit a mailed copy of any materials unless you are directed to do so elsewhere in the RFP document.

Cost Proposals shall be submitted in accordance with the online instruction in the Wisconsin eSupplier Portal. No mention of the Cost Proposal is permissible in the response to any other section of the RFP.

BIDDER REQUIRED FORM: ATTACHMENT D

eSUPPLIER SUBMITTAL: Download Bidder Required Form (Attachment D) from eSupplier and follow all the listed instructions, sign and date, then “Upload File” back into eSupplier with the completed Attachment D.

BIDDER REQUIRED FORM: Complete and Sign Bidder Required Form, DOA-3832.

Proposal(s) submitted in response to this RFP shall be signed by the person in the Proposer’s organization who is responsible for the decision as to the prices being offered in the proposal or by a person who has been authorized in writing to act as an ‘agent’ for the person responsible for the decision on pricing. If applicable, be sure to check the appropriate box indicating that the Proposal is being submitted by a Wisconsin-certified MBE or DVB in Bidder Identification Form, Section 6.

By submitting a signed proposal, the Proposer’s signatories certify that in connection with this procurement:

• The Proposer’s organization or an agent of the Proposer’s organization has arrived at the prices in its proposal without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition.

• The prices quoted in the proposal have not been knowingly disclosed by the Proposer’s organization or by any agent of the Proposer’s organization and will not be knowingly disclosed by the same, directly or indirectly, to any other respondent or to any competitor.

• No attempt has been made or will be made by the Proposer’s organization or by any agent of the Proposer’s organization to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

All Proposals shall be date and time-stamped in by the Wisconsin eSupplier Portal esupplier.wi.gov on or prior to the stated opening date and time.

2.3.2 Hard Copy Proposal Submittal

If your company elects to do so (instead of the electronic proposal option described above), Proposer shall submit as follows in the table right below. The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time. While hard copy (paper) proposals will still be allowed in response to the Portal’s sourcing events, the State has no liability for errors made in inputting any information submitted via a paper proposal.

HARD COPY SUBMITTAL SEALED PROPOSAL: SUBMITTAL PACKAGE CONTENTS

ITEM DESCRIPTION

1 One (1) Proposal Hard Copy Original, excluding Cost Proposal.

2 Four (4) Hard Copies of Proposal, excluding Cost Proposal.

3 One (1) PDF file version of Proposal, excluding Cost Proposal.

Must be on CD-ROM disk utilizing Acrobat version 5.0 or newer.

4 One (1) Cost Proposal - Hard Copy Original.

https://www.google.com/search?q=https%3A%2F%2Fesupplier.wi.gov%2F&ie=utf-8&oe=utf-8&client=firefox-b-1-e

5 One (1) Cost Proposal - Copy.

6 One (1) Cost Proposal - Excel File version on CD-ROM utilizing Acrobat version 5.0 or newer.

The Cost Proposal information above (items 4, 5 and 6) shall be sealed in a separate, specifically labeled envelope within the submitted proposal package. The outside of the separate Cost Proposal envelope shall be clearly labeled with the words:

COST PROPOSAL

RFP#: 28238-BD

ENTERPRISE BANKING SERVICES

eSupplier Cost Proposals shall be submitted in accordance with the online instruction in the Wisconsin eSupplier Portal.

Hard Copy Cost Proposal submissions, Proposers shall submit an original plus one (1) hard copy (total of two (2) copies and one (1) electronic version in Microsoft Excel, on a CD.

*PDF documents are not permitted for the Cost Proposal.

The Cost Proposal shall be sealed and submitted as a separate part of the Proposal. No mention of the Cost Proposal is permissible in the response to any other section of the RFP. The outside of the envelope shall be clearly labeled on the outside of the package as follows:

PROPOSER'S (Company) NAME AND ADDRESS COST PROPOSAL: 28238-BD (RFP Number) Bruce Derge (Contract Manager) ENTERPRISE BANKING SERVICES (RFP Title) August 14, 2019 at 2:00 p.m. CST (RFP Due Date)

Proposer shall submit the Proposal, by August 14, 2019 at 2:00 p.m. CST to:

US MAIL ADDRESS DELIVERY ADDRESS

Bruce Derge Bruce Derge

Department of Administration Department of Administration

State Bureau of Procurement State Bureau of Procurement

PO Box 7867 101 E Wilson Street, 6th Floor

Madison, WI 53707-7867 Madison, WI 53703

The hard copy Cost Proposal shall be packaged, addressed and sealed as described above. The Cost Proposal is due to the addressee on the same date and time previously mentioned.

The electronic Cost Proposal shall be an individual file on the CD.

All proposals shall be date and time-stamped in by the State Bureau of Procurement prior to the stated opening time. Proposals not time-stamped by the SBOP by the stated time shall be rejected. Receipt of a proposal by the State mail system does not constitute receipt of a proposal by the SBOP, for purposes of this RFP.

NOTE

EMAILED or FAXED PROPOSALS SHALL NOT BE ACCEPTED.

PROPOSALS THAT ARRIVE UNPACKAGED or UNSEALED SHALL NOT BE

ACCEPTED.

2.4 PROPOSAL ORGANIZATION AND FORMAT

Proposers responding to this RFP outside of the Wisconsin eSupplier Portal shall comply with the following format requirements. The State reserves the right to exclude any responses from consideration that do not follow the required format as instructed below.

Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely (i.e., in 3-ring binder or similar to ensure no pages are lost). Proposals shall be organized and presented in the order and by the number assigned below. Proposals shall be organized with the following headings and subheadings.

The RFP sections to be submitted or responded to are the following:

BIDDER REQUIRED FORM: ATTACHMENT D

Download Bidder Required Form (Attachment D) from eSupplier and follow all the listed instructions, sign and date, then submit a paper copy of the completed Attachment D to be organized in TAB 1 of the Proposal submittal.

TAB 1

BIDDER REQUIRED FORM: Complete and Sign Bidder Required Form, DOA-3832.

Proposal(s) submitted in response to this RFP shall be signed by the person in the Proposer’s organization who is responsible for the decision as to the prices being offered in the proposal or by a person who has been authorized in writing to act as an ‘agent’ for the person responsible for the decision on pricing. If applicable, be sure to check the appropriate box indicating that the Proposal is being submitted by a Wisconsin-certified MBE or DVB in Bidder Identification Form, Section 6.

By submitting a signed proposal, the Proposer’s signatories certify that in connection with this procurement:

• The Proposer’s organization or an agent of the Proposer’s organization has arrived at the prices in its proposal without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition.

• The prices quoted in the proposal have not been knowingly disclosed by the Proposer’s organization or by any agent of the Proposer’s organization and will not be knowingly disclosed by the same, directly or indirectly, to any other respondent or to any competitor.

• No attempt has been made or will be made by the Proposer’s organization or by any agent of the Proposer’s organization to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

MANDATORY REQUIREMENTS RESPONSE SHEET: ATTACHMENT A

TAB 2

MANDATORY REQUIREMENTS: This checklist ensures compliance with mandatory requirements. Proposers shall complete, sign and return with the RFP. Any unchecked boxes within a category that Proposer is responding to may result in the rejection of the proposal. Provide the information and documentation specified in RFP Section 5.0. Responses to Mandatory Requirements on Attachment A shall be in the same sequence and numbered as they appear in the RFP. Include all required documentation.

TECHNICAL REQUIREMENTS RESPONSE SHEET: ATTACHMENT B

TAB 3

TECHNICAL REQUIREMENTS: Provide the information and documentation as specified in RFP Section 6.0. Insert Technical Responses to the Technical Requirements on Attachment B and both items shall be in the same sequence and numbered as they appear in the RFP. Include all required documentation.

OPERATIONAL TERMS & CONDITIONS EXCEPTIONS SHEET: ATTACHMENT E

TAB 4

OPERATIONAL TERMS & CONDITIONS: Proposer shall accept all Operational Terms and Conditions in RFP Section 8.0 or submit point-by-point exceptions with their RFP response. Insert Operational Terms & Conditions Exception Responses to the original Operational Terms & Conditions on Attachment E and both items shall be in the same sequence and numbered as they appear in the RFP. Include all required documentation.

AVAILABILITY WORKSHEET: ATTACHMENT F

TAB 5

AVAILABILITY WORKSHEET: Provide the information and documentation as specified in RFP Section 6.2.5. Insert your Availability Codes into the original Availability Worksheet on Attachment F and both items shall be in the same sequence and numbered as they appear in the RFP. Include all required documentation.

NOTE COST PROPOSAL UNDER SEPARATE COVER, SEE RFP SECTION 2.3.2

*Unless specifically requested, promotional literature is not desired and will not be considered to meet any of the requirements of this RFP.

2.5 MULTIPLE PROPOSALS

Proposers SHALL NOT submit multiple Proposals.

2.6 ORAL PRESENTATIONS, PRODUCT DEMONSTRATIONS AND SITE VISITS

Top scoring Proposer(s) based on an evaluation of the written proposal may be required to participate in oral presentations, product demonstrations, and/or site visits to support and clarify their proposals, if requested by the State. The State will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the Proposer. Failure of a Proposer to conduct a presentation on the date scheduled or allow an on-site/Proposer site visit may result in rejection of the proposal.

Oral presentations cannot be used as an opportunity to alter proposals submitted. Any product(s) and/or service(s) furnished by the Proposer for the purposes of demonstration shall be identical in every respect to those which will be furnished if a Contract results. A successful demonstration of the Proposer’s product(s) and/or service(s) does not constitute acceptance by the State.

2.7 WITHDRAWAL OF PROPOSALS

Proposals shall be irrevocable until Contract award unless the Proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the proposal closing date and time or upon expiration of 180 Days after the due date and time if received by the procurement manager. To accomplish this, the written request shall be signed by an authorized representative of the Proposer and submitted to the RFP procurement manager. If a previously submitted Proposal is withdrawn before the Proposal due date and time, the Proposer may submit another Proposal at any time up to the Proposal closing date and time.

2.8 DEVIATIONS OR EXCEPTIONS

Proposers are cautioned to avoid deviations of or exceptions to mandatory requirements in their Proposal responses, which may be cause for proposal rejection.

If a Proposer intends to deviate from or take exception to any requirement, term, or condition, the Proposer shall clearly describe the deviation or exception on Attachment A, “Mandatory Requirements”.

Proposer shall also propose alternate language for each deviation or exception.

Proposers shall also use Attachment E, “Operational Terms and Conditions Response Sheet” to submit any exceptions to the Operational Terms & Conditions and shall include any proposed alternatives and/or additional language.

Any revisions to the RFP by the State prior to the Proposal due date will be in the form of an Amendment issued by the State and posted to eSupplier. Failure to raise any deviation or exception shall be deemed unqualified acceptance of the RFP Requirement, term, or condition, and the Proposer shall be held liable accordingly.

3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 PRELIMINARY EVALUATION

The proposals will be reviewed initially to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in rejection of the proposal. In the event that all Vendors do not meet one or more of the mandatory requirements, the State reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

3.2 PROPOSAL SCORING FOR GENERAL AND TECHNICAL REQUIREMENTS

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria.

A Proposer may not contact any member of an evaluation committee except at the State’s direction.

The committee may review references, request interviews, and/or conduct on-site visits and use the results in scoring the proposals. Proposals from certified Minority Business Enterprises may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (Wis. Stats. 16.75(3m)). The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received. The State will select the highest scoring proposal(s) based on the points awarded for overall responsiveness to the State’s requirements and for cost.

3.3 COST PROPOSAL SCORING

See the Cost Proposal instructions under RFP Section 7.0.

The Cost Proposals will be calculated with the most points awarded to the proposal with the lowest cost.

The Cost Proposal for the subsequent high scoring technical proposals will be assigned points proportionate to those assigned to the lowest total proposed fee costs.

Complete the entire Attachment C, “ Cost Proposal” following the instructions. Each line shall have only one number in each box. Do not alter the form.

STEPS CALCULATION OF THE COST PROPOSAL SCORE

1 The Proposal with the lowest total fee costs proposed on Attachment C, , Column F “Total Proposed Costs” shall receive the maximum 1,250 cost points allotted.

2 Calculation of points awarded to subsequent proposals shall be calculated using the following formula.

FORMULA

A ÷ B x C = TOTAL FEE COST SCORE

A = TOTAL PROPOSED COSTS - LOWEST COST PROPOSAL (CONSTANT)

B = TOTAL PROPOSED COSTS - PROPOSAL TO BE SCORED (VARIABLE)

C = MAXIMUM COST POINTS ARE 1,250 POINTS (CONSTANT)

NOTE The numerator divided by the denominator shall always result in less than one.

Technical and Cost Score Total:

The final points received from a Proposal's Technical Requirements shall be added to the final Cost Proposal score. In the event of a best and final, only those Proposers in the best and final process shall be included in the calculation.

3.4 EVALUATION CRITERIA

The proposals shall be scored using the following:

CRITERIA SECTION ATTACHMENT TOTAL POINTS PERCENTAGE

MANDATORY

REQUIREMENTS 5.0 A Pass/Fail Pass/Fail

TECHNICAL

REQUIREMENTS 6.0 B 2,250 65%

COST PROPOSAL 7.0 C 1,250 35%

OPERATIONAL

TERMS &

CONDITIONS

8.0 E N/A: Exception

Responses N/A

MAXIMUM POINTS AWARDED 3,500 100%

The points stated above are the maximum amount awarded for each category.

The results of presentations or demonstrations (if required) shall be used to clarify and substantiate information in the written Proposals and may be considered when scoring the responses to the technical requirements in the RFP. Reference checks shall be used to substantiate information in the written proposals. The reference check results may be considered when scoring the responses to the technical requirements in the RFP.

3.5 RIGHT TO REJECT PROPOSALS AND NEGOTIATE CONTRACT TERMS

The State reserves the right to reject any and all proposals. The State may negotiate the terms of the Contract, including the award amount, with the selected Proposer(s) prior to entering into a Contract. If Contract negotiations cannot be concluded successfully or substantial progress is not made in Contract negotiations with the highest scoring Proposer, the Department may cancel the award and commence negotiations with the next highest scoring Proposer for an award Category. The State may negotiate any of the standard terms and conditions of the Contract after the Intent to Award.

3.6 AWARD, AND FINAL OFFERS

The State will compile the final scores (technical and cost) for each category. The award may be granted to the highest scoring responsive and responsible Proposer or the highest scoring Proposer or Proposer may be requested to submit final and best offers. If final and best offers are requested by the State and submitted by the Vendor, they will be evaluated against the stated criteria, scored and ranked by the evaluation committee. The award then will be granted to the highest scoring Proposer. However, a Proposer should not expect that the State will request a final and best offer.

Best and Final Offers (BAFOs):

The Committee may narrow the field of Proposers down to finalists. At this point, the State will negotiate further only with the finalists. The State reserves the right to solicit a BAFO and conduct Proposer discussions, request more competitive pricing, clarify proposals and contact references with the finalists, should it be in the State’s best interests to do so.

If a BAFO is solicited, it will contain the specific information on what is being requested, as well as submission requirements, evaluation criteria as composed by the Evaluation Committee, and a due date of submission. Any BAFO responses received by the SBOP after the stated due date will not be accepted. Proposers who are asked to submit a BAFO may refuse to do so by submitting a written response, indicating their response remains as originally submitted.

3.7 NOTIFICATION OF INTENT TO AWARD

All Proposers who respond to this Proposal will be notified in writing of the State's intent to award the Contract(s) as a result of this RFP.

After notification of the Intent to Award is issued, copies of Proposals will be available for public inspection from 8:00 a.m. to 4:00 p.m. at the DOA, 101 E. Wilson St., Madison, Wisconsin, under the supervision of the RFP Manager or DOA/SBOP staff.