ESBD_498055_1773936481912_IC-RFP-2026-001 Banking, Treasury & Cash Management Services.pdf

IC-RFP-2026-001 Banking, Treasury & Cash Management Services

REQUEST FOR PROPOSALS (RFP)

RFP No.: IC-RFP-2026-001

Banking, Treasury & Cash Management Services

Issue Date: March 19, 2026

Table of Contents

DESCRIPTION OF INTEGRAL CARE

EQUAL OPPORTUNITY

DESCRIPTION OF SERVICES

GENERAL INFORMATION

Procurement Timeline

CONDITIONS

MANDATORY CONTRACT REQUIREMENTS (NON-NEGOTIABLE/ PASS-FAIL)

GRANT COMPLIANCE (2 CFR 200 / TxGMS / TAC):

SERVICE LEVEL REQUIREMENTS (SLAs):

SELECTION OF SUCCESSFUL PROPOSER

BEST AND FINAL OFFERS (BAFO)

EVALUATION CRITERIA AND SCORING

Pass/Fail Requirements (Must Meet All to Be Responsive)

Scored Criteria (100 Points Total)

Optional Finalist Review (Demonstrations, Clarifications, and Due Diligence)

Best and Final Offer (BAFO) / Finalist Evaluation (If Applicable)

PERFORMANCE STANDARDS AND COMPLIANCE

PROPOSAL INSTRUCTIONS AND GUIDELINES

Deliverables required (must be included in Proposal):

GENERAL INFORMATION ABOUT PROPOSER

SERVICES

FINANCIAL

RISK PROFILE

SCHEDULE AND PRICING

SECURITY AND PRIVACY (Pass/Fail)

ATTACHMENTS

DESCRIPTION OF INTEGRAL CARE

Integral Care provides community-based behavioral health and intellectual/developmental disabilities services in Travis County, Texas. Integral Care began providing services in 1967.

Integral Care is a community center under Chapter 534 of the Texas Health and Safety Code, and is classified by the Internal Revenue Service as a 501(c)(3) tax-exempt organization.

Integral Care is an agency of the State, a unit of local government and is governed by a ten-member Board of Trustees (“Board”), nine of whom are appointed to two-year staggered terms by the City Council of the City of Austin, the Travis County Commissioners Court, and the Board of Managers of the Travis County Healthcare District dba Central Health. The

Travis County Sheriff serves as a statutorily appointed ex-officio member of the Board.

Integral Care’s Key Persons List is included as Attachment A.

Integral Care is the local mental health authority and the local intellectual and developmental disability authority for Travis County, Texas, and currently employs approximately 1,100 full-time, part-time and relief employees, and operates approximately

46 business locations of varying types (e.g., office, clinic, residential) throughout the

Austin/Travis County area.

EQUAL OPPORTUNITY

Integral Care’s Board and leadership are committed to conducting its activities in accordance with federal, state and local laws and regulations related to:

• Non-discrimination based on race, color, religion, sex, national origin, disability, age, genetic information and veteran status.

• Providing employment and access to its services irrespective of disability.

• Providing equal pay without discrimination with respect to sex.

For more information, please see Integral Care’s Fiscal Year 2024 Annual Report, Fiscal Year 2026-28 Strategic Plan, and the United States Department of Health and

Human Services National Culturally and Linguistically Appropriate Services (CLAS)

Standards.

https://integralcare.org/en/fy24-annual-report/ https://integralcare.org/wp-content/uploads/2025/10/251016-Integral-Care-Strategic-Plan-Report.pdf https://thinkculturalhealth.hhs.gov/clas/standards https://thinkculturalhealth.hhs.gov/clas/standards

DESCRIPTION OF SERVICES

Integral Care is seeking proposals (“Proposals”) from qualified financial institutions

(“Proposers”) to provide comprehensive banking, depository, treasury, and cash management services (collectively, the “Services”).

Integral Care’s requirements are further detailed in Attachment B “Banking Services Scope and Requirements.”

GENERAL INFORMATION

Integral Care anticipates awarding one (1) contract with an initial term of (3) years. Integral

Care may, at its sole discretion, extend the contract for up to two (2) additional years, either as a one (1) two-year renewal or as two (2) one-year renewals, subject to applicable law and satisfactory performance (each, a “Contract”). Integral Care may award separate

Contracts for each component of the Services or may award a single Contract for the entirety of the Services. Any Contract awarded as a result of this RFP will be prepared by

Integral Care, and any Proposer selected for a Contract award may be referred to herein as a

“Successful Proposer”. The Successful Proposer will collaborate on a phased transition and provide a detailed implementation plan within 10 business days of award.

Procurement Timeline

Milestone Date Time

RFP Posted March 19, 2026

Optional Pre-Bid Conference Timeframe

April 2, 2026 – April 9, 2026

Question Submission Deadline April 16, 2026 5:00 pm CDT

Q&A / Addenda Issued April 23, 2026

Proposal Submission Deadline May 7, 2026 5:00 pm CDT

All Proposals must be received by the Proposal Submission Deadline.

Proposals shall be delivered via electronic mail attachment to:

• Integral Care

• Attn: Christina Lundy, Director of Procurement

• procurement@integralcare.org

• Subject Line: IC-RFP-2026-001 [Proposer Legal Name] - Proposal by any agent or representative designated by the person or entity submitting the Proposal

(“Proposer”). Integral Care will determine the official time of receipt of each Proposal using the time/date of receipt of the Proposal shown by Integral Care’s email server. Upon request, a receipt shall be sent via electronic mail to the deliverer of the Proposal, which indicates the date and time it was received.

Proposals must include:

(1) One (1) searchable PDF containing the full narrative response and required attachments; and,

(2) One (1) Excel pricing file using Attachment D

If pricing is included anywhere else in the PDF, the Excel version will control.

Proposals sent via any other method other than electronic mail as described above will not be accepted. Proposals received after the Proposal Submission Deadline will not be considered.

Any questions concerning the specifications for the Services or RFP process shall be directed to Christina Lundy, Director of Procurement, by electronic mail to procurement@integralcare.org, no later than the April 16 2026, at 5:00 pm CDT Question

Submission Deadline.

All questions with respect to either the specifications for the Services or RFP process that are received by the Question Submission Deadline will be available, along with Integral

Care’s responses, on the Texas Electronic State Business Daily website where the RFP is posted and on Integral Care’s website (www.integralcare.org).

Optional Pre-Bid Conference: Integral Care may hold an optional Pre-Bid Conference to provide an overview of this solicitation, answer questions, and clarify requirements.

Attendance is encouraged but not mandatory.

CONDITIONS

RECORD RETENTION REQUIREMENTS: Successful Proposer(s) shall maintain all records, documents, data, reports, and system‑generated information related to the Services for a mailto:christina.lundy@integralcare.org mailto:christina.lundy@integralcare.org http://www.integralcare.org/ minimum of seven (7) years, or longer if required by applicable federal or state laws and/or regulations. Records must remain accessible to Integral Care for audit, compliance, and operational purposes throughout the retention period. Upon request, Successful

Proposer(s) shall provide timely access to such records at no additional cost.

TRANSITION ASSISTANCE: On Contract termination or expiration, Successful Proposer(s) shall provide reasonable and timely transition support to ensure continuity of operations and uninterrupted access to historical banking and transaction data. This includes cooperating with Integral Care and any successor provider, transferring necessary records and system information, and assisting with data migration in formats mutually agreed upon.

All confidentiality, security, and compliance obligations survive termination.

DATA PORTABILITY: Successful Proposer(s) shall ensure that all historical and current banking and treasury data; including, but not limited to, statements, transaction detail, deposit images, check images, ACH and wire detail (including returns and notice of change

(NOCs)), remittance detail, positive pay, exception reporting, and related reporting data;

can be exported in industry‑standard, machine‑readable formats, including but not limited to BAI2, CSV, XML (ISO 20022 camt.053/camt.054 where supported), and PDF. Upon request by Integral Care, and upon expiration or termination of the Agreement for any reason, Successful Proposer(s) shall provide complete data extracts covering the full period of the Services. Such extracts shall: 1) be provided within a commercially reasonable timeframe not to exceed (15) business days from request; 2) be delivered via secure transmission method; 3) include sufficient record structure, meta data and field definitions to permit independent use, reconciliation, and migration of the data; and 4) be provided at no additional charge. Successful Proposer(s) shall reasonably cooperate with Integral Care during any transition to a successor financial institution for up to sixty (60) days following

Contract termination, including support for data verification and integrity checks of exported data. All transaction and reporting data generated in connection with Integral

Care’s accounts shall remain the property of Integral Care, subject to Successful

Proposer(s)’s regulatory recordkeeping obligations.

ACCEPTANCE/REJECTION OF PROPOSALS: Integral Care reserves the right to accept or reject any and/or all Proposals, to waive informalities or defects in Proposals, or to accept such Proposal(s) as it shall deem to be of the best value to Integral Care.

NEGOTIATION: Integral Care further reserves the right to negotiate with Proposers determined to have a reasonable chance of being selected. All such Proposers shall be afforded fair and equal treatment with respect to such negotiations, and no such Proposer shall be given information that would give that Proposer a competitive advantage over any other Proposer.

CANCELLATION: Integral Care may also choose to cancel the RFP without award.

VALIDATION: Integral Care may validate any information in a Proposal by using outside sources or materials. If validation discloses that information provided by a Proposer is deliberately false, the Proposal will be ineligible for consideration.

ADDENDA: Integral Care reserves the right to modify, interpret and correct the RFP, and any modifications, interpretations or corrections to the RFP and specifications shall be made by written addenda. Integral Care’s Director of Procurement shall have sole authority to authorize issuance of addenda to this RFP. Addenda shall be provided to all who are known to have received a copy of the RFP. All such addenda become, upon issuance, an inseparable part of the specifications that a Proposal must meet to be considered.

ALTERING PROPOSALS: Any corrections, deletions, or additions to Proposals must be made in writing and delivered by email to Integral Care’s Director of Procurement at procurement@integralcare.org prior to the Proposal Submission Deadline. The Proposer shall submit substitute pages with an email documenting the changes and to which is attached the specific pages for substitution. The person who submits the email must have authority at least equal to that of the submitter of the Proposal.

WITHDRAWAL OF PROPOSALS: A Proposal shall not be withdrawn or cancelled by the

Proposer unless the Proposer submits an email to that effect prior to the Proposal

Submission Deadline. The submitter of the withdrawal email must have authority at least equal in authority to the submitter of the Proposal.

PUBLIC AVAILABILITY: Integral Care is subject to and complies with the Texas Public

Information Act, Chapter 552 of the Texas Government Code. All Proposals shall be open for public inspection after the RFP process is concluded, except for information contained in the Proposal that Proposer contends is covered by an exception to disclosure under the

Texas Public Information Act that is in red ink and clearly identified by the Proposer as such.

SUBMITTED PROPOSALS: Submitted Proposals become the property of Integral Care and will not be returned to the Proposer. Proposer agrees that Integral Care has the right to use, reproduce and distribute copies of and to disclose to Integral Care employees, trustees, agents and contractors and other governmental entities all or part of the Proposal, as

Integral Care deems appropriate.

SALES TAX: Integral Care is by statute exempt from payment of taxes applicable to the

Services described herein; therefore, Proposals shall not include taxes.

LIMITATION OF LIABILITY: Integral Care will not enter into any Contract that purports to in any way limit the amount of damages it may recover under the Contract, and any such language included in a Contract will be void and of no effect.

SUCCESSFUL PROPOSER(S) MUST COMPLY with all applicable federal, state, county and local rules, codes, regulations, laws and standards. All Services must be in compliance with applicable federal, state, county and local rules, codes, regulations, laws, standards and executive orders as well as with all policies and procedures of Integral Care.

EXCEPTION/SUBSTITUTIONS: Proposers taking exception to the specifications, terms and conditions or offering substitutions, shall state these exceptions clearly as a separately identifiable part of the Proposal entitled “Proposer’s Exceptions”. The absence of such a statement shall indicate that the Proposer has not taken exceptions.

SILENCE OF SPECIFICATIONS: The apparent silence of this RFP as to any detail or the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only best practices of quality services will prevail. All interpretations of this

RFP shall be made on the basis of this statement.

LIMITATIONS: Any Proposer currently held in abeyance from or barred from the award of a federal or state contract may not contract with Integral Care.

CONSIDERATION: For a Proposal to be considered, the Proposer must meet Integral Care’s requirements, demonstrate the ability to perform successfully and responsibly under the terms of the prospective Contract, and submit the completed Proposal according to the time frames, procedures, and forms stipulated by Integral Care.

CONFLICT OF INTEREST: No public official shall have an interest in any Contract, in accordance with the Texas Local Government Code Title 5, Subtitle C, Chapters 171 and 176.

ETHICS: Proposer shall not offer to or accept any gifts of value from, or enter into any business arrangement individually with, any employee, official or agent of Integral Care.

INDEMNIFICATION: Successful Proposer(s) shall defend, indemnify, and save harmless

Integral Care, and all of its trustees, officers, agents, and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any losses, injuries or damages either allegedly or actually received or sustained by any entity, persons, or property as either a direct or indirect result of the actions or omissions of such Successful

Proposer.

ASSIGNMENT: Successful Proposer shall not subcontract, sell, assign, transfer or convey its rights and/or obligations with respect to any Contract, in whole or in part, without Integral

Care’s prior written consent.

INSURANCE: Successful Proposer(s) shall maintain, at all times during its performance under the Contract, insurance coverage in not less than the following amounts per policy year:

Professional Liability: One million dollars ($1,000,000) per claim; and Three million dollars ($3,000,000) aggregate of all claims.

General Liability: Two million dollars ($2,000,000) per claim; and Three million dollars

($3,000,000) aggregate of all claims. General Liability policy shall also include a waiver of subrogation in favor of Integral Care.

Automobile Liability: If a Successful Proposer-owned vehicle is used in the provision of

Services, Successful Proposer must maintain automobile liability insurance coverage in the amount of at least one million dollars ($1,000,000) combined single limit, with hired and non-owned coverage included.

Worker’s Compensation: Must meet statutory limits. Worker’s Compensation policies shall also include a waiver of subrogation in favor of Integral Care.

Employer Liability: One million dollars ($1,000,000) per accident; One million dollars

($1,000,000) per disease per employee; One million dollars ($1,000,000) disease policy limit.

Cyber and Errors and Omissions Liability: Must have a limit of $5,000,000.00 and explicitly cover ransomware, data exfiltration, and HIPAA or Texas privacy penalties, as applicable.

CRIMINAL AND BACKGROUND CHECKS: Successful Proposer(s) must ensure that no person will provide Services under a Contract if that person has been convicted of any of the offenses listed in the Texas Health and Safety Code, Section 250.006(a).

ELIGIBLILITY TO WORK IN THE UNITED STATES: Successful Proposer shall ensure that each person who provides Services under a Contract is eligible to work in the United States at the time he/she provides Services, and shall document such eligibility using USCIS Form

I-9.

MANDATORY CONTRACT REQUIREMENTS (NON-NEGOTIABLE/ PASS-FAIL)

GRANT COMPLIANCE (2 CFR 200 / TxGMS / TAC):

Integral Care is primarily grant-funded. As applicable to the Contract, Successful Proposer must comply with all grant compliance requirements including, without limitation, 2 CFR

Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards), Texas Grant Management Standards (TxGMS), and applicable Texas

Administrative Code requirements for Local Mental Health Authorities/Local Intellectual and Developmental Disability Authorities.

SERVICE LEVEL REQUIREMENTS (SLAs):

• Successful Proposer(s) must maintain 99% monthly availability of the Online

Banking / Treasury Management platform required for day-to-day treasury operations, including but not limited to: user authentication and access, balance and transaction inquiry, payment initiation and approvals, entitlement administration, alerts, and administrative configuration (excluding scheduled maintenance communicated in advance).

• Online Banking Reporting Availability (Reporting Uptime):

Successful Proposer(s) must maintain 99% monthly availability of Online Banking reporting functions, including access to dashboards, standard and custom reports, retrieval of historical statements and images, and the ability to generate, view, schedule, and export reports in required formats (e.g., PDF, CSV, Excel, BAI2, ISO

20022 camt.053/camt.054).

• Reporting Functionality Standard: Reporting availability is met only when report data can be successfully retrieved and exported without system error. “Degraded” mode”, partial data availability, failed exports, or missing standard report fields will be treated as unavailability for SLA measurement purposes.

• Responsive to inquiries: Response to inquiries within 1-2 business days for non-urgent items.

• Response to standard issues: Resolution of standard issues within 2 business days.

• Escalations: Escalations of urgent matters are addressed within 1 hour.

• Incident Response: 24/7 fraud escalation support with initial acknowledgement within 30 minutes for critical fraud/security issues.

• ACH/Wire Processing: Same-day processing for transactions submitted before established cut-off times; cut-offs must be disclosed.

• Visibility & Alerts: Exceptions/returns must be visible in the portal ≤ 1 business hour from posting, with alerts showing Trace ID, Amount, Effective Date, Reason

Code and Description, and Original Reference (e.g., Workday ID). Provide weekly

KPI reporting on exception volumes and resolution times.

• Daily Return Summary Report: Successful Proposer(s) must provide a daily consolidated report of all ACH returns by 9:00 AM CST each business day.

• Real-Time Alerts: Successful Proposer(s) must support real-time or near-real-time alerts for high impact return codes: R01, R02, R03, R04, R09. Any return that prevents funds from posting. Any return requiring documentation (e.g., R05, R07).

• ACH Return Coding: Maintain 99% accuracy in ACH return coding.

• Online Banking Reporting: Maintain 99% banking uptime (monthly) for online banking reporting.

• API/Webhook availability: Maintain 99% uptime monthly.

• Posting Exceptions Notifications: Successful Proposer(s) must notify Integral Care of any posting exception or unmatched deposit within 1 business day of receipt.

• Research & Resolution SLA: Successful Proposer(s) must complete research on unidentified deposits within 2 business days of request. Successful Proposer(s) must provide full transaction details needed to resolve item.

• Aging Report: Successful Proposer(s) must provide a weekly aging report of all unclaimed or unidentified funds, including amount, date received, source information, Successful Proposer(s) reference numbers, required action from

Integral Care.

• Standards & Security: Support API (OAuth 2.0) and SFTP with SSH key authentication, key rotation ≤ 90 days, TLS 1.2+, daily BAI2/camt.053 balance reports, camt.054 transaction advice, and payment status extracts keyed to

Workday reference. Provide mapping and sample files at proposal time.

• Remote Deposit Capture Posting: Same day posting for deposits transmitted before cut-off time.

• Lockbox Processing: Same-day processing for items received before cut-off time;

daily reporting provided.

• Grant or Program Accounts: Ability to support grant-level or program-level account segmentation through virtual accounts, sub-accounts, or equivalent tools.

• Reporting Delivery: Daily prior-day reporting available by 8:00 AM local time;

month-end statements delivered within 5 business days.

• Quarterly Business Reviews (QBRs): Successful Proposer(s) shall conduct Quarterly

Business Reviews with Integral Care’s Treasury, Finance, Accounts Payable, and

Procurement leadership. QBRs include, at a minimum:

o Review of SLA performance, uptime, incident logs, and fraud alerts o Analysis of ACH returns, payment exceptions, and resolution timelines o Review of Workday integration performance, file transmission success rates, and any mapping or reconciliation issues o Virtual card and commercial card program performance, rebate reporting, Successful Proposer(s) enablement metrics, and settlement trends o Review of grant/program account structures, virtual account alignment, and bank-level tagging used for restricted funding o Review of lockbox/RDC performance, deposit corrections, and exception aging o Treasury optimization opportunities, fee analysis, earnings credit performance, sweep activity, and recommended improvements o Review of staffing, escalation contacts, and service team changes o Roadmap updates for upcoming platform enhancements, API changes, or security updates o Successful Proposer(s) shall provide all QBR materials at least five (5) business days in advance of each meeting.

Upon request, Successful Proposer(s) shall also support ad-hoc performance reviews for material issues impacting operations, payments, or grant compliance

• Reporting Accuracy: Maintain a 99% data integrity.

• Real-time Fraud Alerts: Successful Proposer(s) shall provide real-time or near-real-time fraud alerts for suspicious ACH, wire, check, virtual and plastic card activity.

Alerts must be received within 5 minutes of detection through email, online banking notifications, and (if applicable) API/Webhook.

• Fraud-related Inquiries: Successful Proposer(s) shall acknowledge fraud-related inquiries within 30 minutes during business hours and within 1 hour after hours.

Successful Proposer(s) shall initiate investigation of reported suspicious activity with 1 hour of notification.

• Project Plan Requirement: Successful Proposer(s) must provide a detailed implementation project plan within 10 business days of Contract award.

SELECTION OF SUCCESSFUL PROPOSER

• Selection of the Successful Proposer(s), if made, will be based upon demonstrated competence, knowledge, qualifications and reasonableness of the proposed fee, where applicable, for the Services as evidenced by any Successful Proposer’s qualified Proposal.

• Issues concerning a specific Proposal(s) may be addressed by Integral Care either in writing or through an individual telephonic, electronic or in-person meeting(s) with each applicable Proposer after an initial review of all Proposals.

• A selection(s), if made, will be based on the Proposal(s) that provides best value to

• Integral Care reserves the right to enter multiple Contracts with respect to the provision of the Services.

BEST AND FINAL OFFERS (BAFO)

Integral Care reserves the right to implement a BAFO process as part of its evaluation and selection methodology.

Following initial Proposal scoring, Integral Care may identify the top two (2) to three (3)

Proposers as finalists. Such Proposers may be invited to advance to a BAFO round, which may include:

• Submission of a Best and Final Offer addressing pricing, scope refinements, and value enhancements.

• Oral presentations, demonstrations, or clarification sessions; and/or

• Additional materials or revisions requested within parameters established by

Participation in the BAFO process does not guarantee Contract award. Integral Care retains full discretion to evaluate BAFO submissions in accordance with the RFP, applicable law, and internal procurement policies. As a condition of receiving finalist materials and participating in BAFO, Proposers must execute Integral Care’s BAFO NDA.

EVALUATION CRITERIA AND SCORING

Integral Care intends to use the evaluation criteria below as a guideline for evaluating, scoring, and ranking Proposals. Integral Care reserves the right, in its sole discretion, to adjust scoring methodology and/or weighting; request clarifications; conduct demonstrations, interviews, finalist discussions; and/or request Best and Final Offers

(BAFO), as described in this RFP. Integral Care may also consider information obtained through reference checks and other due diligence activities.

Integral Care intends to award a Contract to the Proposer(s) whose Proposal(s) and/or

BAFO is determined to represent the best overall value to Integral Care. While pricing will be evaluated, award will be made based on best overall value and not solely on lowest price.

Pass/Fail Requirements (Must Meet All to Be Responsive)

Proposals must meet all Pass/Fail requirements below to be considered responsive.

Proposals failing any requirement will not advance to scoring.

• Proposer must be a Federal Deposit Insurance Corporation (FDIC) insured financial institution.

• Proposer must be a member of the Federal Reserve System or maintain access through a correspondent institution.

• Proposer must maintain at least one full-service branch location within Travis

County or surrounding counties to support deposit and operational needs.

• Proposer must be able to provide all mandatory banking, treasury, receivables, disbursements, fraud, and reporting capabilities outlined in Attachment B –

Banking Scope and Requirements.

• Support for role-based access controls and dual-control workflows for all electronic payments and administrative changes.

• Ability to support a virtual card payment program compatible with Workday reconciliation requirements.

• Ability to provide Positive Pay, ACH debit blocks, and ACH filters.

• Ability to provide 24/7 fraud escalations and incident response.

• Ability to provide audit ready statements and transition-level reporting suitable for grant-funded programs.

• Ability to support required file formats, payment status files, return data, and reporting necessary for reconciliation with Workday (as described in Attachment

B).

• Ability to provide quarterly strategic treasury and investment reviews, including liquidity analysis, earnings credit performance, and Investment Policy compliance support.

• Ability to support secure, electronic, trackable rental‑assistance payments to landlords/property managers, including rapid modification of payee information and exception handling.

• Agreement to Integral Care’s mandatory Contract terms include limitation of liability, transition assistance, record retention, and security/data-protection obligations.

• Ability to provide short-term financing solutions, including Revenue Anticipation

Loans/Notes and/or revolving Lines of Credit (LOC), to address temporary cash-flow timing differences associated with anticipated governmental, grant, or program revenue.

Scored Criteria (100 Points Total)

Responsive Proposals that satisfy all Pass/Fail requirements will be evaluated using the scored criteria below. Each category will be scored from 0 up to the maximum point value shown.

Category Weight Evaluation Focus Scope Fit & Service Capabilities

25 Coverage of required banking, treasury, receivables, grant-segregation, rental assistance workflows, short-term financing capabilities, and merchant/card services, ability to split services across banks; value-added features.

Security, Fraud Prevention & Controls

20 Positive Pay, payee verification, ACH filters/blocks, anomaly detection, monitoring, incident response.

Reporting, Reconciliation & Workday Compatibility

15 Automated reconciliation tools, file formats, reporting dashboards, grant fund segregation, Workday support.

Implementation Plan & Project Management

10 Detailed project plan, timeline realism, training, cutover approach, testing and stabilization plan.

Customer Service & Support Model

10 Relationship management, escalation, 24/7 support availability, account review cadence.

Pricing / Total Cost of Services

15 Fee competitiveness and transparency across depository, treasury, merchant services, and short-term financing products; earning credit/sweep options; rebate value; waiver flexibility.

Experience / References / Financial Stability

5 Comparable nonprofit/public sector experience, financial strength, references.

Total Points 100

Failure to meet any requirement designated as “Required” or “Critical” in Attachment B may result in reduced scoring in applicable categories or determination of non-responsiveness.

Optional Finalist Review (Demonstrations, Clarifications, and Due Diligence)

Integral Care may, at its discretion, invite one or more Proposers to participate in a finalist review process. This review may be used to validate requirements, confirm service and implementation capabilities, and support best value determination. Finalist review activities may include:

• Demonstrations and/or clarification sessions

• Review of service workflows, security and fraud prevention controls, and reporting capabilities

• Reference checks and verification of stated capabilities

• Additional due diligence, including confirmation of operational readiness and financial stability

• Participation in finalist review activities does not guarantee Contract award.

Best and Final Offer (BAFO) / Finalist Evaluation (If Applicable)

If Integral Care elects to conduct a BAFO round, shortlisted finalists may be asked to submit revised pricing, service refinements, and/or value enhancements. BAFO submissions will be evaluated as part of the overall best value determination and may include, but are not limited to, the following:

• BAFO pricing refinements, fee transparency, and total cost/value impact

• BAFO scope refinements and value enhancements

• Demonstration and/or clarification session outcomes

• Reference checks, verification of stated capabilities, and other due diligence findings

• The Proposer’s ability to support Integral Care’s operational needs, implementation expectations, security standards, and long-term partnership objectives.

Integral Care reserves the right to award the Proposer whose Proposal and/or BAFO is determined to provide the best overall value, and not necessarily to the Proposer submitting the lowest-priced BAFO.

PERFORMANCE STANDARDS AND COMPLIANCE

Each Successful Proposer’s Services will be of a standard quality and level of professionalism expected of those businesses engaged in the delivery of similar services.

The methods and means employed in the delivery of the Services must be of a standard that will withstand both public and private scrutiny, and be in compliance with all applicable laws, statutes, regulations and ordinances as may be amended from time to time.

Successful Proposer(s) shall furnish the Services in a prompt, efficient, and professional manner. If a Successful Proposer does not provide the Services within the Contract requirements, Integral Care reserves the right to solicit and/or procure any or all such

Services outside the Contract and/or terminate the Contract.

Termination for Convenience: Integral Care may terminate the Contract for convenience upon ninety (90) days’ written notice to Successful Proposer(s).

Termination for Cause: Integral Care may terminate a Contract for cause upon written notice if Successful Proposer(s) materially breaches the Contract and fails to cure the breach within thirty (30) days after receipt of notice (or sooner if the breach involves fraud, security risk, or legal noncompliance).

Transition Assistance: Successful Proposer(s) must provide transition support through the effective termination date and for mutually agreed transition period thereafter.

PROPOSAL INSTRUCTIONS AND GUIDELINES

To facilitate the evaluation of Proposals, Proposers must prepare their responses in the format and sequence specified below. Respond specifically to each question posed. Do not simply make a general reference to any other document included with the Proposal. Failure to comply with this requirement could result in the Proposal being rejected by Integral Care in its sole discretion. Proposer may attach additional materials as necessary to provide supporting information and details. If a question does not apply, clearly mark “n/a”.

Deliverables required (must be included in Proposal):

• Executive Summary

• Detailed Scope Response (Attachment B)

• Project Plan / Implementation Plan (including milestones, cut-over, testing, training, and stabilization)

• Service Level Commitments and Support Model

• Fraud Prevention Program and Escalation Process

• Workday Integration Approach (virtual cards + reconciliation files)

• Reporting Samples (statements, dashboards, reconciliation reports)

• Sample ACH Return Report including R codes + trace number + Workday reference

• Sample Payment Status Dashboard Screenshot

• Sample camt.053/camt.054 (or BAI2) output

• Virtual Card Remittance + Settlement File Sample

• Technical file layout documentation for outbound and inbound files (field specifications, record definitions, delimiters, encoding standards)

• Workday field-level mapping documentation for integrations (including payment ID, reference number, return handling, and virtual card reconciliation mapping)

• Secure transmission and connectivity specifications (SFTP/API, encryption standards, file naming conventions, authentication method)

• Exception and error reporting sample files (file rejections, format validation errors, transmission failures, duplicate file handling)

• Complete Pricing Addendum (Attachment D)

• Required Assurances (Attachment C)

• Proposer Profile Questionnaire (Attachment E)

• Physical locations for all branches

• Audited Financial statements for last 3 years or industry standard alternatives

• Certificate(s) of Insurance (COI)

• W-9 (2025)

GENERAL INFORMATION ABOUT PROPOSER.

Each Proposal MUST be accompanied by a signed, original Assurances Document and, if required, a Form CIQ (Attachment C).

• Provide the name, legal status, address and contact telephone number of

Proposer. Provide the name of all persons owning a 5% or more interest in

Proposer’s business.

• Provide a brief history and description of Proposer, including years in business in Texas and experience providing the Services.

• Attach an organizational chart clearly indicating the main point of contact for the Contract.

• Provide copies of any required federal, state, and/or local licenses and/or certifications required with respect to the Services.

• Provide the names and contact information of at least three (3) business references for whom Proposer provides or has provided similar services.

SERVICES

Proposer must respond to the Banking Services Scope and Requirements in Attachment B, including at a minimum:

• Banking & Treasury Services (credit line options, card programs, virtual cards, ACH/wires, sweep/investment options)

• Receivables & Payables (lockbox, rental payment processing, remote deposit capture, reconciliation compatible with Workday)

• Security & Fraud Prevention controls (positive pay, ACH filters, dual approval workflows, monitoring and escalation)

• Reporting & Analytics (audit-ready statements, dashboards, forecasting, role-based controls, grant/segregation capabilities)

• Implementation/transition plan and ongoing service model

FINANCIAL

• Provide the Proposer’s current financial condition information (e.g., audited financial statements or equivalent).

• Describe any anticipated changes in ownership during the twelve (12) months following the Proposal Submission Deadline.

RISK PROFILE

• Provide information regarding any investigations, judgments, debarments, or vendor holds (current or within applicable lookback period).

• Attach Certificates of Insurance meeting the minimum requirements stated in the Conditions section.

SCHEDULE AND PRICING

• Provide a complete pricing schedule for all Services requested, including any account analysis assumptions, earnings credit rates, and fees.

• Provide a projected timeline for transition and go-live for banking and treasury services.

• Specify preferred implementation milestones and any onboarding support included.

SECURITY AND PRIVACY (Pass/Fail)

• Describe security controls and monitoring applicable to treasury management services and online banking access, including MFA, role-based access, audit trails, and fraud escalation procedures.

• Describe the process for incident response, breach notification, and recovery support.

ATTACHMENTS

Attachment A – Key Persons List

Attachment B – Banking Services Scope and Requirements

Attachment C – Assurances Document

Attachment D – Pricing Addendum Template

Attachment E – Proposer Profile Questionnaire

Attachment F – Integral Care Banking Volume & Activity Profile

ATTACHMENT A

Key Persons List – January 23, 2026

NAME TITLE BUSINESS ADDRESS

Hassan Abdallah Human Resources Manager 1430 Collier St., Austin, TX 78704

Kim Alderson Director of MIS 6937 N Interstate Hwy 35, Austin, TX 78752

Rene Alli Senior Accountant 1430 Collier St., Austin, TX 78704

Aurora Amador Practice Administrator 6600 E Ben White Blvd., Austin, TX 78741

Tiana Anderson Licensed Psychologist 5225 N. Lamar Blvd., Austin, TX 78751

Russell Bach, MD Associate Medical Director 5015 S. IH-35, Austin, TX 78744

Amanda Banks Chief Public Health Officer 1430 Collier St., Austin, TX 78704

Mesha Barnes Chief of Staff 1430 Collier St., Austin, TX 78704

Matthew Beasley Director of Reimbursement 1430 Collier St., Austin, TX 78704

Martin Blumberg Director of Learning and

Development

6937 N Interstate Hwy 35, Austin, TX 78752

Marlene Buchanan Chief Programs Officer 1430 Collier St., Austin, TX 78704

Barbara Buie Director of Compensation and

Benefits

1430 Collier St., Austin, TX 78704

Lesa Brown-Valades Director of Network

Development

5015 S. IH-35, Austin, TX 78744

Kathleen Casey Chief Strategy and Innovation

Officer

1430 Collier St., Austin, TX 78704

LaTanya Cash Client Rights Protection Officer 1430 Collier St., Austin, TX 78704

Sasha Church Medical Records

Director/Privacy Officer

5225 N. Lamar Blvd., Austin, TX 78751

Tom Cobb Financial Analyst 1430 Collier St., Austin, TX 78704

Patricia Corrigan-

Strickland

Director of Pharmacy 6937 N Interstate Hwy 35, Austin, TX 78752

Jodie Eldridge Director of Resource

Development

1700 S. Lamar Blvd., Ste. 230, Austin, TX

78704

Pam Farrell Director of Utilization

Management

5015 S. IH-35, Austin, TX 78744

Stephanie Flores Director of OneData 1430 Collier St., Austin, TX 78704

Rodney Guinn Chief Human Resources Officer 1430 Collier St., Austin, TX 78704

Julie Guirguis Practice Administrator 5015 S. IH-35, Austin, TX 78744

Brooke Hammond Director of

Operations/Compliance Officer

1430 Collier St., Austin, TX 78704

Vaughn Hancock Practice Manager 5015 S. IH-35, Austin, TX 78744

Dawn Handley Vice President and Chief

Operations Officer

1430 Collier St., Austin, TX 78704

Kali Holyfield Deputy Assistant Director of

Practice Management – Housing

3000 Oak Springs Dr., Austin, TX 78702

Andrea Jenssen Director of Resource & Safety 6937 N Interstate Hwy 35, Austin, TX 78752

Debra Joiner Director of Communications and

Engagement

1430 Collier St., Austin, TX 78704

Nancy Jones Credentialing Coordinator 1430 Collier St., Austin, TX 78704

Matthew Kinman Operations and Maintenance

Project Manager

6937 N Interstate Hwy 35, Austin, TX 78752

Kristi Kaiser Practice Administrator 5015 S. IH-35, Austin, TX 78744

Sarah Kuykendall IDD Practice Manager 5225 N. Lamar Blvd., Austin, TX 78751

Lisa Ott Laky General Counsel 1430 Collier St., Austin, TX 78704

Dione Lewis Office Manager 5225 N. Lamar Blvd., Austin, TX 78751

Christina Lundy Director of Procurement 1430 Collier St., Austin, TX 78704

Marisa Malik Director of Practice

Management – Crisis and

Substance Use

1430 Collier St., Austin, TX 78704

Ziyad Nuwayhid, MD Chief Medical Officer 1430 Collier St., Austin, TX 78704

Melody Palmer-Arizola Practice Administrator 1430 Collier St., Austin, TX 78704

Jaime Parker Practice Manager 6937 N Interstate Hwy 35, Austin, TX 78752

Kedra Priest Practice Administrator 1165 Airport Blvd., Austin, TX 78721

Jeff Richardson Chief Executive Officer 1430 Collier St., Austin, TX 78704

Hans Riedel Director of Facilities 6937 N Interstate Hwy 35, Austin, TX 78752

Michelle Riffle Budget Analyst 1430 Collier St., Austin, TX 78704

Scott Ruff Chief Administrative Officer and

Chief Technology Officer

6937 N Interstate Hwy 35, Austin, TX 78752

Rusty Taylor Chief Financial Officer 1430 Collier St., Austin, TX 78704

Kaci Thomas, MD Associate Medical Director 1165 Airport Blvd., Austin, TX 78721

Luis Torres Chief Accounting Officer 1430 Collier St., Austin, TX 78704

Ruth Valencia RN Supervisor 1631 E. 2nd St., Bldg. A, Austin, TX 78702

Mark Watson Director of Accounting Services 1430 Collier St., Austin, TX 78704

Brittany Whittington Director of Accountable Care

Systems

1430 Collier St., Austin, TX 78704

Megan Wilber Quality Improvement Manager 1430 Collier St., Austin, TX 78704

Teresa Williams Director of Clinical Services 1430 Collier St., Austin, TX 78704

Lori Wilson Provider Network and Authority

Committee Chair

1430 Collier St., Austin, TX 78704

Ken Winston Director of Practice

Management - IDD

5225 N. Lamar Blvd., Austin, TX 78751

Arnold Zimmerman Health Informatics Coordinator 1430 Collier St., Austin, TX 78704

Stephanie Bazan Board Secretary/Treasurer P.O. Box 3548, Austin, TX 78764-3548

H. Ed Calahan Board Member P.O. Box 3548, Austin, TX 78764-3548

Emmitt Hayes Board Vice Chair P.O. Box 3548, Austin, TX 78764-3548

Sally Hernandez Ex-Officio Board Member P.O. Box 3548, Austin, TX 78764-3548

Hal Katz Board Member P.O. Box 3548, Austin, TX 78764-3548

Ann Kitchen Board Member P.O. Box 3548, Austin, TX 78764-3548

Lynn Shephard Board Member P.O. Box 3548, Austin, TX 78764-3548

Deborah Smith Board Member P.O. Box 3548, Austin, TX 78764-3548

Patricia Young Brown Board Chair P.O. Box 3548, Austin, TX 78764-3548

Guadalupe Zamora, MD Board Member P.O. Box 3548, Austin, TX 78764-3548

ATTACHMENT B

Banking Services Scope and Requirements

Integral Care is soliciting proposals from qualified financial institutions to provide comprehensive banking and treasury management services that support a complex governmental entity with IRS nonprofit designation and with multiple funding sources, including grant-funded and restricted programs. Successful Proposer(s) will support daily operating banking needs, secure and efficient payment execution, enhanced fraud prevention controls, audit-ready reporting, and modern technology integrations (including compatibility with Workday).

Proposers must clearly describe how their institution will deliver the services outlined below, including implementation approach, service delivery model, cybersecurity posture, reporting capabilities, compliance support, and full pricing.

BANKING SERVICES SCOPE

Successful Proposer(s) shall provide and support the following capabilities, at minimum:

2.1 Depository Services & Account Structure

• Provide operating and deposit account services suitable for a governmental entity with IRS non-profit designation.

• Support multiple account structures, including operating accounts, restricted accounts, and accounts aligned to programmatic or grant funding requirements.

• Virtual account structures for grant/program tracking. Successful Proposer(s) must support account structures that allow segregation of funds at the grant, program, or funding source level through virtual accounts, sub-accounts, remote accounts, or equivalent bank-level segmentation tools. Virtual account capability is strongly preferred due to reconciliation and compliance efficiencies.

• Support sub-accounts and/or virtual accounts (preferred) to improve tracking and reconciliation of deposits and disbursements.

• Provide account access and reporting suitable for multiple finance roles with role-based security controls.

Grant-Level Segmentation/ Remote Account Requirements:

Successful Proposer(s) must support account structures that allow segregation of funds at the grant, program, or funding source level. This may be achieved through:

• Remote or auxiliary accounts,

• Sub-accounts or virtual accounts, or

• Successful Proposer(s)-level tagging or reporting segmentation.

These structures must be compatible with Integral Care’s chart of accounts and must support reconciliation of deposits and disbursements by grant/program, including traceability needed for federal or state grant reporting.

Data/Numbers Integral Care will provide (for proposal accuracy):

• Estimated number of accounts required at go-live (and anticipated growth)

• Monthly deposit and transaction volume ranges by account type

• Required user roles and approximate number of users by function

• Successful Proposer(s) must provide:

• Recommended account structure approach (including any best practice guidance for nonprofits with restricted funding)

• Standard cutoff times and funds availability policies

• Pricing for accounts, maintenance, and reporting tools

2.2 Treasury Management & Cash Operations

• Provide treasury management services to support daily cash positioning, liquidity planning, and operational efficiency.

• Support electronic banking tools that enable visibility into balances and transactions across accounts in real time or near real time.

• Provide high-quality customer support, including escalation support for payment exceptions, fraud events, and urgent operational needs.

• Provide formal service management cadence and ongoing optimization recommendations.

• Successful Proposer(s) must provide:

• Treasury portal capabilities and access controls

• Standard client service model, escalation paths, and support hours

• Service Level Commitments (SLCs) and/or SLAs for critical functions

2.3 Payments & Disbursement Services

Successful Proposer(s) must support robust, secure outbound payment processing across multiple methods, including:

• ACH payments (batch and/or individual)

• Domestic wire transfers

• Commercial purchasing card program (preferred)

• Check issuance support and/or controlled disbursement (if applicable)

• Virtual card payments. Successful Proposer(s) must support a virtual card payment program that integrates with Workday’s supplier payment format and reconciliation tools. Virtual card files must include Workday payment reference numbers, suppliers/vendor identifiers, remittance details, and settlement-level reporting. The program must support rebate structures and provide detailed reporting compatible with Account Payable workflows.

Requirements:

• Role-based access controls for payment initiation, approval, release, and administration

• Dual-control workflows for all electronic payments and administrative changes

• Configurable approval routing aligned with Integral Care’s internal control structure

• Clear audit trails showing who initiated, approved, modified, or released a transaction

Successful Proposer(s) must provide:

• Payment cutoff times and processing timelines

• Fee schedules by payment type

• Policies and controls for high-risk payments (wires, new vendors, first-time payments)

2.3.1 Rental Assistance & Third‑Party Payments Workflow (Required)

Integral Care frequently issues rental assistance payments to landlords and property managers on behalf of clients participating in housing‑stability programs. These payments require enhanced controls due to client movement, evictions, incorrect or outdated address information, and the operational challenges associated with paper checks.

Successful Proposer(s) must provide:

Solutions and tools that support secure, accurate, and trackable rental‑assistance payments, including:

• Ability to maintain multiple payment profiles or designated payees linked to a client identifier

• Ability to quickly update or modify landlord/property manager payment information to avoid misrouted checks

• Electronic payment options (ACH credit, push‑to‑card, or electronic vendor portal) specifically designed for third‑party payments

• Ability to flag or halt payments when a client has vacated a unit or contact information changes

• Exception reporting for undeliverable or returned payments, including reason codes and timestamped notifications

• Tools that allow landlords or property managers to securely update banking or remittance information

• Optional vendor‑maintenance support for high‑risk payees (e.g., small landlords unfamiliar with ACH onboarding)

• Audit‑ready reporting that maps payments to program/grant identifiers for compliance

Successful Proposer(s) must describe recommended approaches and technologies (e.g., ACH, electronic payee management, landlord enrollment portals, card‑based solutions, etc.)

that…