ESBD_571773_1793050501768_RFP-731-27-001-CJ Banking Services.pdf

Texas Woman’s University RFP –731-27-001-CJ

RFP-731-27-001-CJ

Banking Services

PROPOSALS MUST BE RECEIVED BEFORE:

November 20, 2026 at 2:00PM CT

Proposal must be submitted online in TWU’s electronic bidding portal in Oracle’s Supplier Portal.

Already have a Supplier Portal account? - Please log in and respond to the bid.

If you do not have a Supplier Portal account, please click on the link below to create an account at least 48 hours prior to bid submission:

Click here to register as a TWU Supplier and create your portal account.

Please visit our website for how to register and respond to the bid:

https://twu.edu/procurement/supplier-services/

Online bidding system closes at exactly 2:00 PM. Please allow sufficient time to upload your documents. Late submittals will not be accepted.

REQUEST FOR PROPOSAL

https://ewal.fa.us8.oraclecloud.com/fscmUI/redwood/supplier-registration/register-supplier/register-supplier-verification?id=zQoDeYKBpiOhQz0yxGnfivIskyqB2DAQb3Q5dikbBrTPmqpb9assDnrddj1mNKnI https://twu.edu/procurement/supplier-services/

TABLE OF CONTENTS

SECTION 1 GENERAL INFORMATION 5

1.1 Introduction

1.2 Information about Texas Woman’s University

1.3 Mission Statement

1.4 Scope of Goods and/or Services

1.5 Term of Award

1.6 Schedule of Events

1.7 TWU’s Right to Reject

1.8 Historically Underutilized Business (HUB) Firms

SECTION 2 PROPOSAL REQUIREMENTS AND PROCEDURES 7

2.1 Questions by Proposers

2.2 Communications with TWU Personnel

2.3 Proposal Formatting and Presentation Requirements

2.4 Submittal Instructions for Proposals

2.5 HUB Subcontracting Plan

2.6 Right to Modify, Rescind, or Revoke RFP

2.7 Signature and Certification of Proposer

2.8 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, TWU

Policies and Procedures

2.9 Compliance with RFP Requirements

2.10 Binding Effect of Proposal

2.11 Right of Rejection

2.12 Use and Disclosure of Information

2.13 Group Purchasing Authority

2.14 Withdrawal or Modification

2.15 Risk of Loss, Damage, Delay

2.16 Proposal Opening

SECTION 3 PROPOSAL CONTENTS 10

3.1 Objectives

3.2 Project Details

3.3 Mandatory Requirements/Conditions

3.4 Preferred Requirements/ Conditions

3.5 Delivery and Inspection

3.6 Invoicing and Payment

3.7 Compensation and Fees

3.8 Alternate Proposals

SECTION 4 EVALUATION CRITERIA FOR AWARD 15

4.1 Evaluation Process

4.2 Proposer’s Acceptance of Evaluation Methodology

4.3 Evaluation Criteria and Weights

4.4 Consideration of Additional Information

4.5 Oral Presentations/Interviews

4.6 Award Process

4.7 Best and Final Offer

4.8 Award of Contract

4.9 Contract Documents

4.10 Proposer/Vendor Protest

4.11 Not Exclusive

SECTION 5 PROPOSER’S QUESTIONNAIRE 17

SECTION 6 GENERAL TERMS AND CONDITIONS 25

6.1 Publicity

6.2 Independent Vendor Status

6.3 Subcontractors

6.4 Insurance Requirements

6.5 Acceptance of Products and Services

6.6 Infringement of Patents and Copyrights

6.7 Taxes

6.8 Technology Access

6.9 Federal Funding

6.10 Time of Performance

6.11 Default

6.12 Termination

6.13 Contract Requirements

6.14 Access to Documents

6.15 Right to Audit

6.16 Non-Disclosure

6.17 Severability

6.18 Non-Waiver of Defaults

6.19 Assignment

6.20 Texas Public Information Act

6.21 Registration of Sex Offenders

6.22 Indemnification

6.23 Governing Law

6.24 Dispute Resolution

6.25 Warranties

6.26 Disclosure of Interested Parties

6.27 Executive Order No. GA-48 Certification

SECTION 7 EXECUTION OF OFFER AND AFFIRMATIONS 32

APPENDIX A: DEFINITIONS

ATTACHMENTS:

Attachment A – Schedule of Proposed Fees Attachment B – Historical Rates

SECTION 1

GENERAL INFORMATION

1.1 Introduction

Texas Woman’s University (“TWU”) is seeking competitive responses to a Request for Proposal (“RFP”) for Banking Services.

This RFP provides sufficient information for interested parties (“Proposers”) to prepare and submit Proposals for consideration by TWU. Additional information may be made available by written request to the point of contact indicated provided on the RFP coversheet.

The Proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of TWU’s needs.

By submitting a Proposal, the Proposer certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the Services to be provided, and the conditions under which the Services are to be performed. The Proposer also understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer. If selected by TWU, the Proposer will notify TWU immediately of any material change in any matters with regard to which the Proposer has made a statement or representation or provided information.

Proposers are cautioned to read the information contained in this Request for Proposal (RFP) carefully and to submit a complete response to all requirements and questions as directed.

1.2 Information about Texas Woman’s University

Founded in 1901 as a college for women, the university has grown its mission of serving marginalized populations in higher education over the past 123 years and is recognized as one of the most ethnically diverse student bodies in the nation. In addition to its distinctive position as the nation’s only university system with a woman-focused mission, it is known for its contributions and leadership in the fields of education, nutrition, the arts, sciences, business, nursing, and health care professions. Students have described their experience on the picturesque, flagship Denton campus as “a private feel at a public cost.”

Texas Woman’s faculty and staff are passionate defenders of an experiential teaching and learning environment— “we learn to do by doing”—where they provide students with opportunities to engage in campus, workplace, and community activities that can help shape their sense of purpose, their appreciation for building quality personal and professional relationships, and their grit to stand up against life’s challenges.

Now that the state established the overarching system designation, the university is beginning to operationalize a plan to form independent universities for its three geographically dispersed campuses—health science centers in each of Houston and Dallas and its main campus in Denton, 40 miles north of Dallas on the northern edge of the DFW Metroplex. Each campus is located within some of the fastest growing municipalities in the nation. As a whole, the university has a $1.8 billion annual economic impact on the state.

1.3 Mission Statement

Texas Woman’s University cultivates engaged leaders and global citizens by leveraging its historical strengths in health, liberal arts, and education and its standing as the nation’s largest public university primarily for women.

Committed to transformational learning, discovery, and service in an inclusive environment that embraces diversity, Texas Woman’s inspires excellence and a pioneering spirit.

1.4 Scope of Goods and/or Services

TWU is seeking Proposals from one or more responsive and responsible Proposer(s) for banking services for the Texas Woman’s University System.

1.5 Term of Award

The term of the contract under this RFP will be for an initial period of three (3) years, with the option to renew for one (1) year renewal period provided both parties agree to the same terms, conditions, prices and funds are appropriated by the Legislature for this purpose. The initial term will commence on September 1, 2027.

The contract awarded will incorporate, by reference, the specifications contained in the RFP and vendor chosen will be expected to provide services as specified herein.

The contract will require a termination without cause provision of sixty (60) days or less.

The University reserves the right to negotiate for additional services with the Bank submitting the successful proposal during the contract period as such services may be required.

1.6 Schedule of Events

TWU will make a good faith effort to follow the timeline below for evaluating, negotiating and issuing an award:

Distribution of RFP ............................................................ 10/26/2026 Deadline for Submission of Written Questions……. ......... 11/3/2026 at 5:00 PM CT Responses to Questions Submitted………………………..11/9/2026 at 5:00 PM CT Deadline for Submission/Delivery of Proposals…… ... 11/20/2026 at 2:00 PM CT Evaluation of Proposals .................................................... 12/7/2026 Estimated Award Recommendation .................................. 12/14/2026

* All dates are tentative and subject to change

1.7 TWU’s Right to Reject

This RFP does not commit TWU to select a proposer or to award a Contract to any proposer. TWU reserves the right to accept or reject, in whole or in part, any proposal it receives pursuant to this RFP. Proposals which are qualified with conditional clauses or alterations or items not specified in the RFP documents, or irregularities of any kind, are subject to disqualification by TWU at its option. If TWU receives fewer than three proposals, TWU has the right to reissue this RFP in order to gain additional competitive proposals.

1.8 Historically Underutilized Business (VetHUB) Firms

TWU endeavors to promote full and equal opportunity for businesses to supply TWU with goods and/or services that are necessary to support TWU’s educational mission. In this regard, TWU commits to select Proposers in accordance with (i) TWU needs, (ii) TWU resources, (iii) HUB goals and guidelines established by the Texas legislature and Statewide Procurement Division (SPD), and (iv) TWU policies and procedures for contracting with HUBs, specifically URP I.13.a Historically Underutilized Businesses. Proposers shall allow TWU full access to documentation relating to its HUB program and any HUB Subcontracting plans. Failure to comply with any provision of the state or University’s HUB regulations may result in immediate cancellation of any Contract.

SECTION 2

PROPOSAL REQUIREMENTS AND PROCEDURES

2.1 Questions by Proposers

Questions must be submitted in writing by the date indicated in the section entitled “Schedule of Events.” The questions, written TWU response, and addenda related to the RFP, if any, will be posted in Oracle and on the State of Texas Electronic State Business Daily (ESBD) website http://www.txsmartbuy.com/sp. Only those replies to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. If TWU determines a question has been sufficiently answered in the RFP, the inquiring proposer will be referred to the relevant section of the RFP. Note: It is the responsibility of the Proposer to check the ESBD website for any and all addenda posted for this RFP.

Questions must be emailed to the following Procurement personnel:

Chelle Jezek sjezek@twu.edu Texas Woman’s University Procurement and Contract Services

2.2 Communications with TWU Personnel

Except as provided in this RFP and as otherwise necessary for the conduct of ongoing TWU business operations, proposers are expressly and absolutely prohibited from engaging in communications with TWU personnel who are involved in any manner in drafting of the RFP, in the review and/or evaluation of the Proposals, selection of a proposer, in selection of a Contractor, or negotiation or formalization of a Contract. If any proposer engages in conduct or communications that TWU determines is contrary to the prohibitions set forth in this section, TWU may, at its sole discretion, disqualify the proposer and withdraw the proposer’s proposal from consideration.

2.3 Proposal Formatting and Presentation Requirements

2.3.1 The Proposal itself must contain all the components in the following order:

• Background of the proposer;

• Proposer’s responses to the section entitled “Questionnaire”;

• Schedule of costs and fees;

• Scope of work, including a program overview;

• Insurance and bonds (if requested);

• HUB subcontracting plan (required for proposals valued at ≥ $100,000);

• W9; and

• Section 7 – Execution of Offer (you will be disqualified if this section is not completed and provided in your proposal)

2.3.2 The Proposal must include a table of contents, which should contain sufficient detail to facilitate easy reference to the sections of the Proposal.

2.3.3 Preprinted material should be referenced in the proposal and included as labeled attachments, provided as a separate section of the proposal and clearly identified in the table of contents

2.3.4 All pages are to be typed on 8 ½ x 11-inch paper and numbered sequentially.

2.3.5 Proposals faxed, emailed or mailed will NOT be accepted.

2.4 Submittal Instructions for Proposals

2.4.1 The Proposals must be signed by the responding company’s official authorized to commit such Proposals. Failure to sign the Execution of Offer will be basis for Proposal disqualification.

2.4.2 All proposals must be submitted/or received no later than the date and time indicated in the section http://www.txsmartbuy.com/sp mailto:sjezek@twu.edu entitled “Schedule of Events.

2.4.3 Proposers must verify that all components referenced in 2.3.1 have been attached and submitted.

2.5 HUB Subcontracting Plan

TWU has determined that there are not subcontracting opportunities. No submittal is required.

TWU is relying upon the proposer’s expertise to fully identify subcontracting opportunities that best align with their organization and this procurement request. Proposers, who intend to subcontract, are responsible for identifying all areas that will be subcontracted. In accordance with 34 TAC §20.11, a subcontractor means a person who contracts with a prime contractor to work, to supply commodities, or contribute toward completing work for a governmental entity.

2.6 Right to Modify, Rescind, or Revoke the RFP

TWU reserves the rights to modify, rescind, or revoke this RFP in whole or in part at any time prior to the date on which the authorized representative of TWU executes a Contract with the selected Proposer.

2.7 Signature and Certification of Proposer

The Proposal must be signed and dated by a representative of the Proposer who is legally authorized to bind the Proposer to the terms and conditions contained in this RFP and to compliance with the information submitted in the Proposal. Each Proposer submitting a Proposal certifies to both (a) the completeness and accuracy of the information provided in the Proposal and (b) the authority of the individual whose signature appears on the Affirmations and Conflict of Interest to bind the Proposer. Proposals submitted without the required signature shall be disqualified.

2.8 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, TWU Policies and

Procedures

By submitting a Proposal, the Proposer agrees to and shall comply with all applicable local, state, and federal laws and regulations, as well as with all applicable policies and procedures of Texas Woman’s University.

2.9 Compliance with RFP Requirements

By submitting a Proposal and by signing the Affirmations and Conflict of Interest, the Proposer agrees to be bound by the requirements set forth in this RFP, TWU’s General Terms and Conditions contained in the RFP, all of which will be incorporated into and be made a part of any Contract awarded by TWU.

TWU, at its sole discretion, may disqualify a proposal from consideration if TWU determines a proposal is non-responsive and/or non-compliant in whole or in part with the requirements set forth in this RFP.

2.10 Binding Effect of Proposal

Unless otherwise agreed in writing signed by Chief Procurement Officer, each Proposer agrees to and shall be bound by the information and documentation provided with the proposal, including prices quoted for services.

Proposals are to be valid for TWU’s acceptance for a minimum of 270 days from the submittal deadline date to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Proposals, if accepted, shall remain valid for the duration of the Contract.

2.11 Right of Rejection

A proposal consisting of only alternate Services (i.e., a proposal that offers Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by TWU and is subject to rejection.

2.12 Use and Disclosure of Information

Proposers acknowledge that TWU is an agency of the State of Texas and is therefore required to comply with the

Texas Public Information Act. If a proposal includes proprietary data, trade secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or information as follows: "PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Proposer as proprietary will be used by TWU only for purposes related to or arising out of the (a) evaluation of proposals, (b) selection of a Proposer pursuant to the RFP process, and (c) negotiation and execution of a Contract, if any, with the Proposer selected.

If the proposer marks the whole Proposal or substantive portions of the Proposal as confidential, TWU in its sole discretion may declare the proposal non-responsive.

By submitting a Proposal, Proposer hereby grants a limited license to reproduce the Proposal in order to comply with any legal requirement including but not limited to the Texas Public Information Act and legislative budget board requirements.

2.13 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education and State of Texas agencies may also elect to enter into a contract with the successful Proposer under this RFP based upon any awarded Contract. The Proposer should also note that TWU may procure Goods or Services for itself or on behalf of any TWU System component institution. When submitting a Proposal in response to this RFP, the Proposer should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of TWU System, its other component institutions, and other institutions, governments, and State agencies in the Goods or Services requested in this RFP.

2.14 Withdrawal or Modification

No proposal may be changed, amended or modified after it has been submitted or filed in response to this solicitation, except for obvious errors in extension or as part of the negotiating process which are approved by the Chief Procurement Officer. However, a proposal may be withdrawn and resubmitted any time prior to the time set for receipt of proposals. No proposal may be withdrawn after the submittal deadline without approval by TWU, which shall be based on Proposer’s submittal in writing of a reason acceptable to TWU.

2.15 Risk of Loss, Damage, Delay

Proposer acknowledges and agrees to release and hold harmless TWU, its campus components, Board of Regents, officers, employees, agents and personnel, from and against any and all claims, liability, damages and costs, including court costs and attorneys' fees, arising out of or pursuant to submission or delivery of the proposal or failure to submit or deliver the proposal to Procurement and Contract Services at Texas Woman’s University, as designated in the submittal instruction sections of this RFP.

2.16 Proposal Opening

Proposals will be opened online after the deadline. For convenience, Proposers wanting a list of proposals submitted can email the TWU contact person listed in section 2.1 after the opening. All submitted proposals become the property of TWU after the RFP submittal deadline/opening date and will not be returned.

SECTION 3

PROPOSAL CONTENTS/DETAILS

3.1 Objectives

TWU is seeking proposals from responsive and responsible proposer(s) for depository and other banking services in accordance with the requirements/conditions set forth in the Sealed Proposal Request No. RFP-731-27-001-CJ.

TWU is looking for a financial institution that will partner with us to provide excellent stewardship of the University’s fiscal assets. TWU currently utilizes the following types of bank accounts:

• Commercial checking with controlled disbursements (Operating and Payroll)

• Money Market account

• Custodial (Investment Safe-keeping)

• Zero Balance (sweep)

Additional information about the University’s current accounts is provided later in this RFP document.

3.2 Project Details

From an operational standpoint TWU would prefer to have one bank perform all services, but reserves the right to segregate various services among multiple vendors if that option would be in the best interest of the University.

Required Services All proposals should include pricing and clearly defined capabilities for the following cash management services:

• Depository services

• Online banking (accessing information and initiating transactions via internet)

• Automated Clearing House batch import capability for outgoing payments

• Inbound and outbound domestic wires

• Internal controls to ensure separation of duties

• Dual verification of all outgoing electronic transactions

• Depository account that receives incoming monies but blocks all debits with the exception of daily zero balance sweeps

• Controlled disbursements

• Stop-payment service and returned item processing

• All returned items are imaged with a reason code & description

• Information reporting, reconciliation and related services

• Merchant services/debit and credit card processing

• Collateral and safekeeping services

• Remote check deposit solution

• Remote safe deposit solution

• Periodic statements of analysis and charges

• Daily imaging of all paid checks

• ATM services in Denton, Dallas and Houston

• Retention and image on demand for all cleared checks and deposit items

• EDI reports for all accounts

Optional Services The following services are desirable but not required for this proposal.

• Soft token usage

• Armored car pickup of deposits in Denton, Dallas and Houston

• Depository check images

Description of the University’s Accounts

Listed below are TWU’s operating requirements with respect to bank accounts and associated cash management services. Pricing for these services must be included with the proposal on Attachment A.

• General Operating Account: This account is the primary depository account for all appropriated, generated and other revenues. In addition, all university disbursements with the exception of payroll are drawn on this account. Disbursements are controlled through the electronic exchange of daily lists through file transfer protocol. These daily lists detail the payee and dollar amount for each authorized disbursement. Estimated volume per month is approximately 200 checks totaling $2,000,000 and 250 ACH transactions with approximately 800 EFT’s totaling $30,000,000.

• Payroll Account: This account is utilized for payroll disbursements and is maintained as a zero balance account. TWU processes two monthly payrolls. The monthly payroll is available for processing two days before the pay date. Estimated payroll volume per month is approximately 25 ACH transactions for $11,000,000 plus 85 checks totaling $45,000.

• Custody Account: This account is utilized for temporary holding of cash and investment securities prior to investment or other disposition.

• Miscellaneous Depository Accounts: The University has several other depository accounts designated for deposits from specifically identified sources. Funds are generally transferred to the General Operating Account for controlled disbursement (they are maintained as Zero Balance Accounts).

Present Accounts in this category include:

o Credit Card – receives deposits for all credit card payments made to the university o Student Loans – receives deposits for funds provided as educational loans to TWU students o Federal Funds – receives payments made to TWU by the federal government for Grants and contracts. Funds are returned to the federal government from this account.

o General Depository – receives electronic transfers of funds; all debits are blocked with exception of daily Zero Balance sweeps to the General Operating Account o Other Accounts – occasionally temporary accounts are required for the receipt of funds designated for a particular scholarship or grant program.

• Bank Statement

TWU requires bank statements within five (5) banking days after the statement cutoff date, and an electronic format is preferred. Respondents must attach a sample bank statement and a sample reconciliation statement. Bank must be able to provide electronic access to account information. Cancelled checks must be returned to the University or available as an electronic image for a period of 7 years.

• Balance Reporting The bank will make available via internet access, balance reporting information by 7:00 a.m. each banking day.

• Reconcilement Full or partial reconciliation will be required and should include serial sorting for the general account.

Respondents must provide a description of their reconciliation procedures.

• Stop Payments

The bank will be required to process on-line stop payment requests. The majority of stop payments will be issued with no expiration date.

• Forgery Endorsement Charge Backs/Missing Endorsements

The bank will be required to process forgeries and issue credit to the University’s account within three (3) bank days after the University returns the original check and affidavit to the bank.

• Stamp Date/Post Date

The University’s account should not be debited for checks presented more than ninety (90) calendar days from the check date unless approval is provided by the University. In the event that such checks are paid in error by the bank, credit must be issued within three (3) banking days after notification by TWU to the bank.

• Direct Deposit of Payroll Items

Bank will be required to process ACH transactions initiated by TWU to facilitate direct deposit services provided to its employees. Approximately 90 percent of the payroll is done through direct deposit.

• Late Date Deposit Capability

Accommodations must be made in order for the University to make multiple check deposits until 4:30 p.m.

each banking day with the same day credit on the book balance. Coin and currency deposits must be accepted until 3:00 p.m. each banking day, except during the registration period, when special provisions must be made.

• Availability Schedules/Daylight Overdraft Policy

The bank must provide the University with its availability schedule and daylight overdraft policy and must notify the designated TWU official immediately of any proposed changes. If the proposed change is considered detrimental to TWU, the University reserves the right to make immediate changes in the depository bank in order to restore availability to the initially agreed upon level.

• Funds on Deposit

The bank is required to issue safekeeping receipts to the University to secure its deposits in accordance with Chapter 2257 of the Government Code, Collateral for Public Funds.

• Insurance or Collateral

All deposits and investments of University funds other than direct purchases of U.S. Treasuries or Agencies shall be secured by pledged collateral. In order to anticipate market changes and provide a level of security for all funds, the collateralization level will be 102% of market value of principal and accrued interest on the deposits or investments less an amount insured by the FDIC or FSLIC. Evidence of the pledged collateral shall be maintained by a third party financial institution. Repurchase agreements shall be documented by a specific agreement noting the collateral pledge in each agreement. Collateral shall be reviewed weekly to assure the market value of the pledged securities is adequate.

• Safekeeping Agreement

Collateral pledged to secure deposits of the University shall be held by a safekeeping institution in accordance with a Safekeeping Agreement which clearly defines the procedural steps for gaining access to the collateral should TWU determine that the University’s funds are in jeopardy. The safekeeping institution, or Trustee shall be the Federal Reserve Bank or an institution not affiliated with the firm pledging the collateral. The safekeeping agreement shall include the signatures of authorized representatives of TWU, the firm pledging the collateral, and the Trustee.

• Investment Policy

The University retains separate contracts for investment advisory services. TWU’s Investment Policy is available online at https://twu.edu/finadmin/investments/investment-policies/ https://twu.edu/finadmin/investments/investment-policies/

• Annual Financial Reports

Links for Annual Financial Reports for the University are available on the website at: https://twu.edu/financial-services/annual-financial-reports/

3.3 Mandatory Requirements/Conditions

3.3.1 At the time of submission of the proposal, the submitting bank must certify that it will meet the following minimum criteria. Any proposal for banking services unable to satisfy these minimum requirements as outlined above will be disqualified.

• Currently be, and remain throughout the term of the contract, a member of the Federal Reserve System with full wire transfer capabilities, in order to send requests for funds to various federal and state agencies, to receive funds, to transfer funds to other banks/institutions as directed by the University and to receive and send book entry securities. In conjunction with the receipt and transfer of book entry securities, the bank must verify and remit funds immediately involving securities purchased under agreements to resell. This procedure must be reserved for the opening of business on the date of maturity or the next business day, if maturity is on a legal holiday.

• Currently provide online banking services that enable customers to initiate transactions and access information about transaction history via the internet. Access to check images is highly desirable, as is the capability to review information about pending transactions. Online banking capabilities should also feature a secure means of controlling and reviewing the online capabilities assigned to University staff members.

• Bank must supply certification by the Chairperson of the Board of Directors, attested to by the Secretary of the Board of Directors, that the bank is not and does not contemplate, as of the date of submission and the date of the execution of the contract, operation under any consent decree or other type of restrictive contract with any state or federal regulatory agency. Throughout the term of the contract, the selected bank shall not operate under any consent decree or other type of restrictive contract with any state or federal regulatory agency without providing immediate notification to the University. The contract may be immediately terminable upon notification to the University of any such restrictive covenant of a regulatory agency.

• Currently meet, and maintain throughout the term of the contract, FDIC capital adequacy requirements. The contract may be immediately terminable upon notification to the University of a failure to meet FDIC capital adequacy requirements.

• Currently maintain and maintain throughout the term of the contract, fidelity and indemnity insurance coverage for all branches, facilities and offices.

3.4 Preferred Requirements/Conditions

3.4.1 TWU continues to investigate new services for inclusion under its depository services contract. These services are not currently required but will be evaluated in terms of availability, feasibility, service levels, services provided and charges for potential current, or future, use under the contract. TWU will make its determination on the service’s use. If the service is initiated later in the contract period the services and charges stipulated in this application will be applied. If the bank currently does not offer the service but is planning to make it available during the initial contract period, it should so stipulate along with the anticipated date of activation.

If the bank has alternatives or additional services not already covered by the RFP, please provide summary information on the service in this section.

3.5 Value Added Services

3.5.1 Provide information on any value added services you offer that are not addressed in this RFP which may be beneficial to TWU. Proposals must clearly state the details of each value added service and what is included with the service to be provided https://twu.edu/financial-services/annual-financial-reports/ https://twu.edu/financial-services/annual-financial-reports/

3.6 Invoicing and Payment

3.6.1 Proposer(s) shall be required to submit invoices to Texas Woman’s University Procurement and Contract Services, P.O. Box 425439, Denton, Texas 76204-5439 or email to twupayables@twu.edu.

3.6.2 All invoices will be paid net 30 in compliance with Texas laws. All invoices must reference a valid purchase order or will be returned as non-compliant. No order shall be placed without a valid TWU purchase order.

3.6.3 Proposer(s) may submit a proposal for a prompt payment discount.

3.7 Compensation and Fees

3.7.1 Fees shall be paid to the bank on a monthly basis.

3.8 Alternate Proposals

TWU will not consider alternate proposals outside this RFP for required services that expand or are different from these specifications.

However, the Proposer may take the opportunity to relate to TWU any new or different services (not presented in the prior sections) which it feels may be useful or of interest to TWU.

mailto:twupayables@twu.edu

SECTION 4

EVALUATION AND AWARD PROCESS

4.1 Evaluation Process

TWU will utilize a proposal Evaluation Team for the evaluation of this RFP. The award will be based on the proposal judged to be in the best interest of TWU, and the judgment in this regard shall be considered final. Any Contract resulting from this request shall be awarded to the Proposer providing the Best Value to TWU.

Under section 51.9335 of the Texas Education Code in determining what is the Best Value, TWU may consider:

1. The purchase price;

2. The reputation of the Proposer and of the Proposer’s Goods or Services;

3. The quality of the Proposer’s goods or services;

4. The extent to which the goods or services meet TWU’s need;

5. The Proposer’s past relationship with TWU;

6. The impact on the ability of TWU to comply with laws and rules relating to Historically Underutilized

Businesses and to the Procurement of Goods and Services from persons with disabilities;

7. The total long-term cost to TWU of acquiring the Proposer’s goods or services;

8. Any other relevant factor that a private business entity would consider in selecting a vendor; and

9. The use of material in construction or repair to real property that is not proprietary to a single vendor unless

TWU provides written justification in the request for bids for use of the unique material specified.

4.2 Proposer’s Acceptance of Evaluation Methodology

Submission of a proposal indicates Proposer’s acceptance of the evaluation method and Proposer’s recognition that some subjective judgments must be made by TWU during the awarding of evaluation criteria points.

4.3 Evaluation Criteria and Weights

Each proposal shall be evaluated on the ability to meet TWU’s requirements and to provide the Best Value to TWU. Proposal shall be evaluated by awarding points to each of the following evaluation criteria.

The evaluation will be based on the following system:

Criteria Points Banking services costs and earnings potential 40 Responsiveness and ability to provide services and reports required 45 Experience, references, and continuity of bank and bank officials 10 Creditworthiness and stability of the bank 5 Total 100

4.4 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the proposal information to TWU. TWU expects clear and concise answers to all questions.

4.5 Oral Presentations/Interviews

Upon completion of the initial review and evaluation of the proposals submitted, selected Proposers may be invited to participate in oral presentations. Oral presentations/interviews are an option of the evaluation team and may or may not be conducted; therefore, proposals should be complete when submitted by the deadline indicated in the section entitled “Schedule of Events.”

4.6 Award Process

During the opening, proposals will be acknowledged publicly to identify the names of the Proposers, but will be afforded security sufficient to preclude disclosure of the contents of the proposal, including prices or other information, prior to award. After opening, an award may be made on the basis of the proposals initially submitted, without discussion, clarification or modification, or on the basis of negotiation with any of the Proposers or, at TWU’s sole option and discretion, TWU may discuss or negotiate all elements of the proposal with selected Proposers which represent a competitive range of proposals. For purposes of negotiation, a competitive range of acceptable or potentially acceptable proposals may be established comprising the highest rated proposal(s).

4.7 Best and Final Offer

When deemed appropriate by the Evaluation Team, after the submission of proposals but before the final selection of the successful proposal, TWU may request Proposers to provide a best and final offer. TWU is not bound to accept the best-priced proposal if that proposal is not the most advantageous to TWU as determined by the evaluation team.

4.8 Award of Contract

TWU reserves the right to award a Contract, award multiple Contracts to more than one Proposer, to reject any and all Proposals, or terminate the RFP process.

4.9 Contract Documents

The Contract entered into by the parties shall consist of the RFP, the Proposal, and a written Contract (if applicable). When an expenditure is required, the Purchase Order terms and conditions will also apply. All of which shall be referred to collectively as the Contract documents. Under no circumstances, will TWU be bound by the laws of another state or country.

4.10 Proposer/Vendor Protest

Any actual or prospective Proposer or vendor who is aggrieved in connection with the solicitation, evaluation or award of a Contract may formally protest to the Chief Procurement Officer.

4.11 Not Exclusive

Contractor acknowledges and agrees that the Contract with TWU is non-exclusive and TWU has the right to engage with other contractors for similar or identical scopes of work, and to purchase similar or identical Services from other contractors. Any term or provision in the Contractor Terms indicating the Contract is exclusive is expressly rejected and is null and void.

SECTION 5

PROPOSER’S QUESTIONNAIRE

The Proposer recognizes that in selecting a supplier, TWU will rely in part on the answers provided in response to this section. Accordingly, Proposer certifies that to the best of its knowledge, all responses are true, correct and complete. TWU reserves the right to contact references or contact names listed below and shall be free from any liability to Proposer for conducting such inquiry.

Financial Institution Profile

5.1 Creditworthiness

In order to fulfill TWU’s fiduciary responsibility to protect public funds, each bank submitting proposals shall provide the following in response to these questions.

5.1.1 Provide an audited annual financial statement for the most recent fiscal period. The bank will be required to submit an audited statement to TWU each year of the contract period, as soon as it is available. Confirm agreement to this requirement.

5.1.2 Provide certification of the bank’s Community Reinvestment Act (CRA) rating by its rating agency.

5.1.3 Provide the bank’s most recent four quarters rating from an independent rating agency such as Highline, Veribanc, or comparable bank rating agency. Or as an alternative, supply the most recent senior and subordinate debt ratings of the holding company. The bank will be contractually liable for notifying TWU within thirty (30) days of any change in any of these

Debt Ratings S&P Moody’s Fitch Short-term Long-term Subordinated Debt

5.2 Customer Service

Provide a statement of the approach to customer service and describe any unique benefits to TWU. Briefly describe the company’s policies for each of the required services identified in the Request for Proposal.

5.2.1 What is distinctive about the bank’s approach to customer service? How does the bank anticipate satisfying

TWU’s need for customer service?

5.2.2 How many individuals does the bank have in the local bank serving TWU? How will the bank provide TWU with relations support for its services? What approach will be instituted to provide the optimal service?

5.2.3 How will the bank communicate on banking issues or new products?

5.2.4 Is there a process for escalation of unresolved problems or issues?

5.2.5 How will local service and overall contract performance be monitored?

5.2.6 How does the bank intend to support the new and ongoing automation needs of TWU?

5.2.7 Are there any new services in process, which may impact TWU? When are these planned to be available?

5.2.8 What support will the bank be able to offer TWU in a disaster situation to maintain stable banking functions?

Focus on systems, telecommunications and power, and operational facilities.

5.2.9 TWU requires the right to use a third party auditor to review TWU’s accounts, collateral, transactions, and bank records at any reasonable time. Confirm agreement with this condition.

5.2.10 Will the bank charge for audit confirmations? Describe.

5.2.11 The Depository will be required to review TWU’s Investment Policy and certify to that review in Accordance with Texas Local Government Code 2256. Confirm agreement with this requirement.

5.2.12 Should special events be held by TWU will the bank support the efforts with available night deposits and coin/currency needs?

5.3 References

List references from three comparable Texas public entity clients. For each reference, include the length of time under contract, a client contact, title, telephone number and email address.

5.4 Depository Agreement and Service Agreements

Provide a copy of all depository and service agreements which will be required to be executed under the contract for services rendered including any standard depository and collateral agreements. Any changes required on the agreements will be discussed and agreed upon before award of the contract is made by TWU.

5.5 Implementation Timeline

The contract period will commence September 1, 2027. TWU recognizes that not all services and funds will be transferred by this date but expects that most funds should be transferred by that date and that all services should be available by October 1, 2027. Collateral should be in place three days before any funds are transferred.

5.5.1 Provide a proposed, detailed timeline for transitional implementation of the contract. Include each activity required defined by its responsible party and assigned responsibilities. Denote any limitations or potential delay points.

The timeline must reflect the number of calendar days required to put the services in place or the end date of when such services will be in place and available to TWU. Default in promised delivery of services, without acceptable reasons, or failure to meet the terms or conditions of the depository contract without remedy, shall result in TWU having the right to terminate the contract, but the exercising of such right to terminate the contract does not limit any other remedies TWU may have for damages or other relief under law.

Required Services

5.6 Consolidated Account Structure with Sweep Mechanism

TWU is interested in assuring that all funds are earning at the best, then-current interest rates at all times. TWU does not currently use an automated sweep to a money market mutual fund because of current rates but requires the ability to do so when rates rise. A bank alternative may be proposed if competitive in order to reach its full investment goal and to minimize collateral requirements.

An AAA-rated SEC registered government, or enhanced government, money market fund should be used for the sweep. If the bank has a valid alternative to a SEC money market fund which is in compliance with TWU's Investment Policy, it may be presented. A repurchase agreement or off-shore accounts are not acceptable as sweep investment vehicles.

The bank shall clearly describe the bank's most cost effective structure and methodology for structuring the accounts in this interest rate environment and when rates rise. A history of net rates for any vehicle proposed is to be provided on Attachment B.

• If a fee basis with a sweep is utilized for compensation purposes, all or certain accounts will be swept daily by the bank to a zero balance (or rounded minimums) daily. Others, if not swept, will pay fees or maintain balances.

• If a compensating balance with a sweep is utilized for compensation purposes, all accounts will be swept daily by the bank to the target compensating balance.

5.6.1 Describe the bank’s ability to provide a ZBA-master sweep structure and indicate whether the individual accounts would be swept first to a master account or be swept directly from individual accounts (for interest application). Indicate your most cost beneficial structure. Include classifications of accounts (ZBA or other) to be used in the structure.

5.6.2 Describe alternatives to the sweep during this low interest rate environment before sweeps again provide a viable alternative. Is the bank offering any internal account or a rate floor on liquid funds? If the internal account rates are indexed (versus managed) include the index base.

5.6.3 Will sweep activity, when used, be reported on a daily detail basis (each debit and credit) or summarized on a monthly basis?

5.6.4 Provide the prospectus for any sweep fund alternatives. An AAA-rated, SEC registered government fund must be utilized for the sweep.

5.6.5 Is the sweep processed as the last transaction of the day? If it is a next day sweep, describe how funds are collateralized for funds held un-invested overnight.

5.6.6 TWU may be required or may desire to open additional accounts or close/change accounts during the contract period. Any new accounts shall be charged at the same contracted amount. Confirm agreement to this condition.

5.6.7 TWU may contract for new services not proposed (or known) by the bank at this time. Unanticipated or new services may be charged at not more than the then-published rates. Please confirm agreement to this condition.

5.6.8 Will the bank assess a direct, hard dollar FDIC charge on the account analysis? At what rate currently?

5.6.9 Is the bank a member of the FDIC?

5.7 Automated Cash Management Information and Imaging

TWU requires web-based, automated cash management services and daily balance reporting (inter-day and intra-day) for timely access to balance information and transactions. It requires a high degree of automation in all service areas. Mandatory services include but are not limited to: stop pays, transfers, account balance and detail information, and ACH.

Imaging of all checks and image retention and retrieval is required. Imaging of deposit slips and deposit items also is preferred. Preferably statements and account analyses will be available in electronic form along with archiving of information. TWU currently retrieves optical check images on-line. No physical checks are to be returned. In an effort to reduce paper handling and storage, TWU is focused on imaging of documents as much as possible.

TWU desires timely access to downloadable information for direct download to TWU’s accounting software. Minimum on-line services should include online balance reporting, stop pays, positive pay, ACH, account and wire transfers.

Daily balance reporting should include detail on all transactions with summary reporting on closing ledger and collected balances along with one-day float, at a minimum.

5.7.1 Fully describe the bank’s on-line service capabilities and systems, with examples. List system’s online capabilities (i.e. balance reporting, wires, positive pay, stop pay, etc.).

5.7.2 Describe fully the ability to search on historical transactions and reports as well as the ability to retrieve and download historical images.

5.7.3 Detail the availability of prior day and intra-day detail and summary reporting. When is prior day information available? Is intra-day information real-time or delayed? Specify.

5.7.4 Define the history retention/archiving features available for images and information.

5.7.5 Describe provisions for off-site backup and continuation of services in local or regional disaster situations.

5.7.6 Describe the security protocol for online services. How is authentication and authorization provided? How and by whom is the administration of the security module established and maintained?

5.7.7 What are the hours of available technical support? How is support provided?

5.7.8 Submit samples of major screens and reports available or provide a website and sign-on information for an on-line review of all TWU functions, if available. If not available, submit screen prints.

5.7.9 What items are imaged (checks, statements, deposit slips, deposited items, etc.)?

5.7.10 What images are available online and how long are these images available online?

5.7.11 How are monthly images provided? When? Is there a charge for a paper statement if provided electronically?

5.8 Standard Deposit Services

Standard commercial deposit services are required for the Operating account only. Deposits are almost solely made up of checks. No checks are encoded by TWU. Very little coin and currency are deposited. Coins are not rolled.

Currency is not strapped. On average TWU makes 25-30- deposits per month in zipper bags by a messenger service.