Exhibit_A.1_-_Banking_Service_Processes_(TO_BE_COMPLETED).docx

25-P-131TF EXHIBIT A.1 Banking Service Processes Worksheet

Complete all questions in full and provide the completed worksheet. Please respond to the questions within the worksheet format – DO NOT ALTER THE WORKSHEET FORMAT (you may expand the spacing to accommodate your response). Submit the completed worksheet in MS WORD and label the Word document as: “EXHIBIT A.1 [Your Bank Name].docx”.

I. Banking Institution Information

Banking Institution Name

Address

Contact Name

Contact Telephone

Contact Email

Parent Company (if applicable):

Years of experience with Governmental Banking Services

Provide four (4) government references within the State of Florida (if possible, where similar services were provided) within the last three (3) years. If four (4) government references are not possible, provide four (4) private references whose banking services most closely resemble the account structure used by the County and Constitutional Officer’s. The County shall not be listed as a reference.

II. General Administration Please Respond with “Confirmed” or Brief Response where applicable.

Response

1. Identify the overall relationship account manager who will be assigned to the multi-entity account structure including:

a. Name

b. Office location

c. Years with respondent bank

d. Years of experience within the area of governmental banking

e. Education formal training, including certifications.

f. Include copy of resume stating education, formal training, including, certifications.

8. Confirm the Bank has submitted the signed submittal letter, signed by an authorized agent of the firm to include a Sunbiz report or a memorandum of authority signed by an officer of the Bank allocating authorization.

9. Confirm the Bank has provided a brief firm profile including organization description, date founded, ownership, and other business affiliations

10. Confirm the Bank is a Qualified Public Depository in good standing.

11. Confirm the Bank has provided documentation and/or certification that your institution is a Qualified Public Depository in good standing as required by Chapter 280, Florida Statues.

12. Confirm the Bank has provided the address of the office(s) that will be servicing our multi-entity accounts and a list of branch locations which can provide depository services, currency and coin shipments, etc., to various County and Constitutional Officer departments located throughout the County. Reference Exhibit A.1 Section II.6.

13. Confirm that the Bank has provided the names of the members of the account services team, identifying the bank’s project manager that shall be assigned to the multi-entity banking project, including their roles and responsibilities, and their relationship to the other on the team.

14. Confirm the Bank has provided a copy of a resume of each member of the account team including identifying the overall relationship manager.

15. Confirm the Bank has provided the location and time of accessibility of the customer support team for cash management and web-based technology support.

16. Confirm that Exhibit A.1 - Banking Service Processes has been completed.

17. Confirm that Exhibit B.1 - Pricing and Services Chart, Exhibit B.2 - Net Earnings Chart, and Exhibit B.3 - One-Time transition Costs and Cost Offsets have been completed.

III. Interest, Overnight Sweep, and Earnings Credit

· Please respond to the following questions.

1. Describe how the Bank proposes the multi-entity banking structure accounts to be set-up best to provide earnings on funds maintained in the accounts. Describe what interest and/or earnings credit rate will be calculated and credited on all accounts. Indicate whether an overnight sweep will be used to earn interest. Be specific

2. Describe whether the interest and/or earnings credit rate will be subject to a minimum floor, or will be completely variable.

3. Provide the applicable interest rate, earnings credit rate, and/or overnight sweep investment account rate history for the last 12 months. (depending on the answer in III-1)

4. Using the information below, indicate the amount of interest the County would earn annually on its balances of collected funds using the Bank’s rates as of June 30, 2025 through the Bank’s interest rate, earnings credit rate, and/or overnight investment process (depending on the answer in III-1) Include the total amount earned in both dollar amount and interest rate. Explain in complete detail how this amount was computed. Identify the source of the rates you may have used including date, etc. If the Bank provides a graduated or tiered rate based upon the size of the investment, please include this in the response along with specific examples. Also, what additional interest would the County earn on the remaining collected funds of its other accounts if the automatic overnight investment process could not include those funds (using the Bank’s rates as of July 31, 2025)

5. If the Bank is proposing to use repurchase agreements, describe the Bank’s repurchase agreement processes/services.

6.Is there a fee assessment related to FDIC Insurance (sometimes called a recoupment fee)?

If yes, how does the Bank calculate the charge?

IV. Deposit Processing

1. What is the deposit cut-off time to ensure same day ledger credit?

a) Are there any options or special exceptions that might affect this time?

b) If so, how does it affect it?

2. Describe how the Bank will be able to meet the County and Constitutional Officer’s requirement for deposit slips that include designations of various Volusia County locations. Currently, the County tracks twenty-five different pooled cash deposit locations within the multi-entity structure.

3. Does the Bank accept deposit tickets from a third-party printer if the County and /or Constitutional Officer’s so desires?

a) List any limitations and attach a specification sheet referencing this section.

4. What type of deposit bags does the Bank allow/require?

a) How are these bags obtained?

b) Is there a fee for these bags?

c) Are there various bag sizes allowed?

d) Is there a special bag for coin deposits?

5. Will the Bank return validated deposit receipts? If yes, what is the time frame?

6. Does the Bank accept loose and/or rolled coins for deposit at the vault and branch locations?

a) Is there a maximum amount of loose and/or rolled coins that can be deposited in a mixed deposit at the vault?

b) Is there a maximum amount of loose and/or rolled coins that can be deposited in a coin-only deposit at the vault?

c) Is there a fee for depositing loose or rolled coin?

d) Is the fee for coin-only deposit different from the mixed deposit?

7. How does the Bank determine and calculate funds availability for deposited items?

a) Does the Bank give immediate credit for on-us items?

b) Does the Bank calculate funds availability by item or formula?

c) Does the Bank use a standard schedule or accelerated schedule?

d) How often is the schedule updated?

e) Provide a copy of the funds availability schedule that will apply to deposits into the County and Constitutional Officer’s accounts, referencing this Section IV. 7.e

8. Describe any specific requirements/recommendations the Bank may have in the way the County and Constitutional Officer’s should prepare its deposits.

V. Deposit Verification

1. Confirm whether or not the Bank is able to meet the County and Constitutional Officer requirements for reporting of debit/credit memos.

2. When counterfeit bills are discovered, what are the Bank’s notification and adjustment policy and process?

3. If a deposit discrepancy arises, does the Bank adjust the deposit amount or process an adjusting debit or credit?

4. Discuss the Bank’s standard procedure for reporting deposit adjustments and what additional options are available.

5. Describe the specific information provided to the customer regarding a deposit adjustment.

VI. Online Access to Banking Services via Web

1. Confirm whether or not the Bank is able to meet the County’s multi-entity minimum requirements for online web based access.

2. Provide a detailed description of the Bank’s web based online banking system.

a) Describe what information and services are available.

b) Verify what current-day reporting is available through the system; additional information such as screen prints may be provided to the County. Reference Exhibit A.1 Section VI.2.b.

c) Provide copies of the reports most likely to be used by the County and Constitutional Officers based on the services recommended by the Bank. Reference Exhibit A.1 Section VI.2.c.

3. Does the Bank provide all of the services associated with this product or does a third party provide any of the services?

a) If so, please specify the service and vendors providing each of the services.

4. How many business days is the data stored on the Bank’s system and available for the multi-entities to use?

5. Identify any additional software or other technical specifications required by the County and Constitutional Officer’s in order to access the Bank’s system (i.e. check image viewing software, etc.)

6. Confirm whether or not the Bank is able to meet the requirement of dual factor authentication as specified in Exhibit A Sections 3.4 D & E.

a) Please describe in detail the bank’s dual factor authentication process.

b) List preferred and optional authentication methods

c) Describe how contingencies are handled, including but not limited to: lost tokens, forgotten password/pin/secret question, loss of phone or other approved device if real-time verification codes are delivered by SMS or automated phone call.

7. Describe what services on the Bank’s website can be setup for dual approval controls.

a) Can wire templates be set up to require only one approval, but templated wires require dual approval?

b) Can templated ACH transfers be set up to require only one approval, but non-templated transfers require dual approval?

c) Is there a dual approval process available for submitting batch ACH (i.e. direct deposit) files?

d) Is there a dual approval process available for submitting positive pay files?

e) Is there a dual approval process available for making decisions on the ACH fraud filter?

8. If an online demonstration of the Bank’s banking services software is available, please provide a link or file that will allow the County access to review.

VII. Return Item Processing/Overdraft/Stop Payments

1. Confirm whether or not the Bank is able to meet the County’s requirement regarding returned items/overdraft/stop payments as described in the Exhibit A Sections 3.2.A, 3.5. and 3.12 respectively.

VIII. Wire Transfers and ACH Payments

1. What is the beginning and ending cut-off times in Eastern Standard Time for initiating wire transfers to ensure same-day execution?

a) Is the time the same for telephone call-in wires?

2. What is the cut-off time for receiving incoming domestic wire transfers in order to receive same-day credit?

3. How does the County and Constitutional Officer’s track the status of transfers once the transfer is in the system (input, approved, and released)?

a) How does this differ for telephone-initiated wire transfers?

4. Describe the controls and options available in the Bank’s web based electronic system as it relates to wires? For instance, can dollar limits by user and function be established for single transaction amount and daily aggregate amounts?

5. Describe the controls and options available in the Bank’s web-based electronic system as it is related to ACH payments. For instance, can dollar limits by user and function be established for single transaction amounts and daily aggregate amounts?

6. Provide details on how voiding and reversal of individual direct deposit items are handled. Indicate in the proposal if it is possible to reverse or cancel an ACH file, and the appropriate procedures and applicable rules.

IX. Positive Pay and Check Processing

1. Confirm whether or not the Bank is able to meet the County and Constitutional Officer’s positive pay requirements as described in the Exhibit A Section 3.8.

a) Provide any additional information regarding this service.

2. Indicate whether the current file format illustrated in Exhibit F.1 - EFT File Format and Exhibit F.2 - Positive Pay Format can be accepted without change.

3. Explain when mismatched items are available to view and when decisions to pay need to be sent to the Bank. The County and Constitutional Officer’s would like the maximum time allowable to make pay or do not pay decisions and, in any event, the action must default to no payment.

4. What are the Positive Pay transmission submission deadlines?

a) What transmission method does the Bank recommend the County and Constitutional Officer’s use to transmit files to the Bank?

5. Will the Bank verify checks against the County and Constitutional Officer’s Positive Pay files at the teller line before acceptance?

a) If yes, how often does the Bank update the teller system?

b) If not, does the Bank accept responsibility for checks not on the County’s or Constitutional Officer Positive Pay file when processed?

c) Explain in detail

6. If a check is processed by a third-party bank and presented to the Bank against the County’s or Constitutional Officer account that does not match positive pay and the County or Constitutional Officer reject the item as fraudulent, when will the County or Constitutional Officer funds be restored?

7. Does the Bank’s system allow on-line manual additions and voids as well as stop payment information?

8. Will the Bank agree to cash checks drawn against accounts of the County and Constitutional Officer’s that are presented by County or Constitutional Officer employees at the Bank’s branch offices at no additional cost to the payee/employee or County/Constitutional Officer?

9. Please describe the Bank’s stale dated check policy for checks greater than six (6) months old.

10. Does the Bank accept checks printed on check stock not ordered from the Bank (as a supply)? List any limitations and provide as a specification sheet. Reference Exhibit A.1 Section IX.10.

X. Electronic Payment Processing

1. Confirm whether or not the Bank is able to meet the County’s electronic payment processing requirements as described in Exhibit A Section 3.9 to include the file format requirement listed in the various Exhibits named in Exhibit A Section 3.9 Electronic Payment Processing.

2. Confirm whether or not the Bank uses the standard X9.37-2003 format for transmission of Image Cash Letter files.

3. Describe how the Bank will meet the County’s needs related to electronic payment processing as described in Exhibit A Section 3.9.

XI. Remote Deposit Capture Services

1. Describe in detail how the Bank will provide remote deposit capture services. Include the benefits, processing procedures, hardware requirements, deadlines, return items, safekeeping and destruction guidelines and indemnification.

2. Confirm whether or not the Bank will support the Panini My Vision X AT scanner in conjunction with its remote deposit capture services.

XII. Monthly Bill

1. Confirm whether or not the Bank is able to meet the County’s billing requirement as described in Exhibit A Section 3.14.

2. Include a sample copy of an invoice (analysis) the County would receive requesting payment for banking services.

3. Describe the procedure used to adjust bank charges that the County or Constitutional Officer discovers are erroneous.

a) How soon are the adjustments made?

XIII. Monthly Statements/Reconciliation

1. Confirm whether or not the Bank is able to meet the County’s monthly statements and reconciliation requirements as described in Exhibit A Section 3.13

2. Indicate whether the current file format for reconciliation illustrated in Exhibit G.4 can be created by the Bank.

3. How soon, after the close of the month, can the Bank guarantee a cleared check file for all check issuing bank accounts will be made available to the County and Constitutional Officer?

4. How soon after the close of the month can the Bank guarantee a bank statement for each account will be made available to the County and the Constitutional Officers.

5. Confirm whether or not the Bank is able to supply the County with the canceled check images in electronic file format, either TIFF or PDF-a, which can be imported to the County’s imaging system – Highland OnBase as specified in Exhibit A Section 3.13 and specified in Exhibit F.4 - Images of Cleared Checks

6. Include a sample copy of a monthly bank statement. Reference Exhibit A.1 Section XIII.6.

a) Describe how the County and Constitutional Officers will obtain this information electronically in order for it to interface cleared items into its on-line financial system.

XIV. Vault Services

1. Does the Bank have an automated vault service?

a) Describe the deposit procedures, cut-off times, and other features of this system.

2. Indicate the City and County where the Bank has its closest (to Volusia County) centralized depository vault. Reference Exhibit A.1 Section XIV.2.

3. Describe security at the cash vault center. What fraud prevention procedures are in place?

4. Does the Bank have an automated coin/currency ordering service? Describe the change order procedures, cut-off times, and other features of this system.

XV. Customer Service

1. Describe the Bank’s customer service organizational structure (e.g., separate customer service department for depository services, centralized customer service department for all cash management services).

2. Will a specific customer service representative be assigned to handle this business?

3. The County requires a Bank Project Manager be assigned to the County’s Agreement. Who will serve as the Bank Project Manager to the County? Does the Bank Project Manager specifically work with governmental accounts, or with multiple industries?

4. Does the Bank provide technical customer support for web site problems?

a) If so, what are the hours of operations for technical support?

XVI. Pricing

1. The County and Constitutional Officer’s require the pricing provided in Exhibits B.1, B.2, and B.3 be honored for at least the initial term of the Agreement. Please confirm the Bank acknowledges and agrees to this requirement.

2. At the end of the initial Agreement term, it is unlikely that the County would extend the Contract for banking services if prices were to increase in the extension period. Will the Bank be able to commit to the price schedule offered in the proposal for the additional five (5) year extension, or will pricing be subject to change?

a) If pricing is subject to change, how much notice would be made to the County and Constitutional Officers of the intent of the Bank to increase prices at the end of the initial agreement?

3. How early would the Bank be able to commit to the additional five (5) year extension if the County desires to extend the contract?

XVII. Disaster Recovery and Control

1. Confirm whether or not the Bank is able to meet the County’s emergency services requirements as described in Exhibit A Section 3.15.

2. Describe the Bank’s electronic data procedures and/or manual system used to provide banking services along with backup and recovery capabilities, in the event of a disaster.

3. Provide a description of the controls in place to ensure the integrity of the funds transfer system.

4. How often are emergency operations tested? How are they tested?

XVIII. Conversion

1. Describe a conversion plan to transfer assets of the County to the successful Respondent.

2. Indicate the Bank’s plans for educating and training County employees in the use of the Bank’s systems.

XIX. Implementation

1. Provide a copy of all Agreements that will be required to initiate the banking services Agreement. Reference Exhibit A.1 Section XIX.1.

2. Provide a detailed description of the implementation process, including testing and a sample implementation schedule. The implementation process/schedule shall not be generic but be customized to Volusia County’s multi-entity structure to include the implementation of the County and Constitutional Officer accounts while following the County’s timeline. Reference Exhibit A.1 Section XIX.2.

3. What is the lead time required for implementation, based on a contract approval date of May 2026? What are the critical factors that may impact that lead time?

4. Confirm that the Bank has included an implementation schedule customized to Volusia County, beginning upon County Council approval; anticipated to be May 2026 with a cut-over complete by 8/20/2026 (The County’s existing contract expires 8/31/2026.)

5. Does the Bank assign an implementation team? If so, is an Implementation Manager assigned?

6. The Bank must provide detailed breakdown of anticipated transition costs by category (Implementation, system integration, project management, data conversion, vendor notifications, employee training) with justification for each amount. Verify Exhibit B.3, One Time Transition Costs and Cost Offsets has been completed. Please note, Exhibit B.3 has 4 tabs to complete, one for each entity.

XX. Strength of Financial Institution

1. Confirm the Bank has provided long-term and short-term ratings from two of the three nationally recognized rating agencies (Standard & Poor’s, Moody’s, Fitch).

2. Confirm the Bank has provided the IDC rating. This rating is from the IDC Financial Publishing, Inc. and is based upon a bank’s performance of certain financial ratios.

3. Confirm the Bank has provided the most recent audited financial statements (it must include auditor’s opinion and notes to the financial statements).

XXI. Additional Services

1. Provide any additional innovative ideas, new concepts, or partnership agreements in accordance with Exhibit A – Scope of Services, Section 4.2. Reference Exhibit A.1 Section XXI.1.

a. Provide the specific cost or additional savings associated with each idea or concept on Exhibit B.1 – Pricings and Services Chart.

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